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Executive Assistant to the Superintendent and Board of Directors: Newberg School District, Newberg Oregon

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Notice of Open Administrative Position

Position:                   Executive Assistant to the Superintendent and Board of Directors

Filing Deadline:        Open until filled

Classification:          Confidential, Regular, Full-Time Position

Grades/Location:     District Office

Start Date:                 March 2, 2015 or as soon as possible after hire

Hours/Days:              8 hours per day for 12 months per year (260 days)

Wage:                        $43,719 – $56,002 per year (Range D of Confidential Salary Schedule). 
                                   Full family medical/dental/vision, vacation/leave benefits, employee life insurance and PERS retirement.

Description:
             Serves as Executive Assistant to the Superintendent and Board of Directors. Performs highly responsible, confidential, and complex assignments for the Superintendent of Schools and the Board of Directors. The Executive Assistant to the Superintendent and Board of Education differs from other Administrative Assistant positions in the level of responsibility and interaction with the Board of Directors, district administrators, outside governmental agencies, the public, and the news media, as well as the level of independent judgment and discretion required. This position is part of the Confidential, Supervisory, Professional Technical group which is distinguished from the classified unit by the assignment of duties that are directly related to the negotiations and employee/employer relations functions of the Superintendent’s office.

Requirements:          

Knowledge of:  Standard secretarial procedures and office management techniques; correct English grammar, punctuation, spelling and proofreading; extensive knowledge of business English; record keeping and filing systems; general finance and accounting principles; applicable sections of Oregon Administrative Rules and Oregon Revised Statutes, Board Policy; and Robert’s Rules of Order; extensive knowledge of school board policies and procedures; standard office equipment and software applications; technology knowledge; principles of Internet research; effective telephone techniques.

Skilled in: Keyboarding, computer applications including PowerPoint, spreadsheets, word processing and data entry. Effectively coordinate a variety of difficult, technical administrative functions at a level requiring extensive independent decision-making within established rules, policies, and procedures; prepare clear, concise, grammatically correct (including punctuation and spelling), letters, memos, minutes and other written documents; communicate effectively, both verbally and in writing, with the Board of Directors, district office personnel, school administrative staffs, outside agencies, the public, and news media demonstrating tact, and diplomacy; maintain confidentiality of privileged and sensitive information; lead and direct work of other clerical and office personnel as directed by the Superintendent; set priorities, define tasks, schedule and coordinate activities and functions, develop procedures and complete assignments; exercise independent thinking and sound judgment; mathematical computational skills; operate a variety of office equipment including computer, fax machine, calculator and copier; interpret policies, administrative regulations and legislation, and accurately explain to others; establish and maintain effective file systems; perform research and compile information from a variety of sources; and maintain cooperative relationships with those contacted in the course of work assignments.

Ability to: Respect confidential information; conflict resolution skills; establish and maintain harmonious relations with employees, Leadership Team, Board of Directors, and the public; direct work and inquiries to the proper personnel; understand and follow complex written and oral instructions; compose a variety of memoranda and letters with clarity and accuracy. Employment contingent on fingerprinting and acceptable performance on in-district clerical skills test.

Support to Superintendent and Board of Directors

  1. Maintains confidentiality.
  2. Makes judgments about the interpretation and application of Board policy under the direction of the Superintendent. 
  3. Serves as secretary to the Superintendent and Board of Directors, handling appointments, mail, phone calls, correspondence, policy and filing. 
  4. Records, transcribes, distributes and maintain files of minutes of Board and Budget Committee meetings and workshops. 
  5. Assures that meeting and other legal notices are prepared and properly distributed and posted in a timely manner. 
  6. Prepares and distributes Board agenda packets at the direction of the Superintendent. Schedules and plans for meetings of the Board of Directors, Budget Committee, Leadership Team and other groups as directed by the Superintendent or Board Chair. 
  7. Plans, coordinates, attends and takes minutes at all regular Board meetings, workshops, study sessions, and closed sessions of the Board of Directors and the Budget Committee. 
  8. Collaborates with the Board Policy Committee to revise Board Policy. Types, posts and distributes revised and adopted Board policies and administrative regulations. 
  9. Assists the Superintendent and Board of Directors with correspondence assuring that notes of thanks, appreciation and recognition are sent on behalf of the Superintendent and Board. 
  10. Establishes and monitors the Board and Superintendent budgets. 
  11. Purchases supplies and equipment and processes purchase orders for the Superintendent and Board of Directors. 
  12. Processes and documents all inter-district transfer requests. 
  13. Manages office details by relieving the Superintendent of Schools of routine requests and matters. 
  14. Serves as a member of the Superintendent’s Cabinet and Leadership Team. 
  15. Schedules and coordinates travel and conference arrangements for Superintendent of Schools and Board members. 
  16. Coordinates timely receipt of Board of Directors agenda items. 
  17. Schedules, coordinates, trains and directs the activities of clerical and other office personnel as directed by the Superintendent to maximize efficient workflow.

Communications

  1. Creates and processes letters, newsletters, e-mails, and other documents independently for the Superintendent of Schools. 
  2. Provides effective oral and written communication. 
  3. Maintains relationships with the members of the Board of Directors, district office staff, school district personnel, outside agencies, the public, and the news media. 
  4. Keeps the Superintendent of Schools apprised of potential problems and concerns. 
  5. Assists in preparing communication bulletins to the Board regarding organizational updates and activities. 
  6. Edits letters, reports, newsletters and any related publications for the Superintendent of Schools and Board of Directors.

Budget Monitoring/Record Keeping

  1. Monitors designated budgets and expenditures, reviews for accuracy, and makes adjustments and revisions as directed; prepares purchase orders and requisitions. 
  2. Monitors receipt of materials and invoices; processes mileage claims. 
  3. Maintains official files of Board minutes, agendas and resolutions; maintains permanent, historical records of the Board of Directors; maintains Board Bylaws, Board Policies and Administrative Rules and Regulations database and files.

Special Projects 

  1. Performs Special projects as assigned by the Superintendent and/or the Board of Directors including the planning, coordination and implementation of school district special elections and Board elections.
  2. Serves as secretary to the Board of Directors by planning, coordinating, and attending meetings. 
  3. Attends Cabinet, Principal and Leadership Team meetings. 
  4. Researches and compiles data for projects as assigned.

Other Characteristics

  1. Willingness to work during evening hours to attend regular and special Board of Director meetings, and other meetings as assigned. 
  2. Willingness and ability to obtain and maintain a current Notary Public Commission. 
  3. Performs other duties as assigned by the Superintendent.

Qualifications Desired:     Prior administrative clerical experience required. Any combination of education, training, and/or experience that demonstrates ability to perform the duties as described including extensive satisfactory experience at the executive secretarial level, preferably in a public education environment; coursework in business administration, human resources or a related field is desirable. Bilingual (English/Spanish) skills desired.

How to Apply:

Interested applicants must apply online at: https://newberg.schoolrecruiter.net/index.aspx and upload a cover letter, résumé,  transcripts, and three letters of reference written within the last three years.

NOTE: Upload multiple reference letters as one document.

Current employees should submit a transfer form and letter of interest to: Loree Reinhardt, Human Resources Specialist, Newberg School District, 714 E. Sixth Street, Newberg OR 97132. 503-554-5039.

Applicants who best meet the requirements of the position will be invited for an interview.

Newberg School District is an Equal Opportunity Employer and Actively Seeks Minority Applicants.
The District complies with Equal Opportunity / Affirmative Action / Title IX Requirements.