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Executive Assistant to the Superintendent and Board of Education: Springfield Public Schools, Springfield Oregon

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Notice of Open Administrative Positions

Job Title:                 Executive Assistant to the Superintendent and Board of Education
Shift Type:               Full Time, 12 months
Salary Range:         $58,518 – $72,509 plus a generous benefit package
Location:                 Administration Building, Springfield Public Schools, Springfield, OR
Closing Date:          Friday, April 22, 2016

About the Position

Springfield Public Schools seeks outstanding candidates for the full-time position of Executive Assistant to the Superintendent and Springfield Board of Education. This position performs highly confidential and complex assignments for the Superintendent and Board of Education and is responsible for interacting with district personnel, public, and outside governmental agencies where a high level of independent judgment and discretion is required.
 
The Executive Assistant serves as the contact for internal and external constituencies on all matters pertaining to the Office of the Superintendent. The Executive Assistant also serves as a liaison to the Board of Education and Superintendent’s Cabinet. This person is expected to demonstrate both sound judgment and problem solving skills as well as flexibility in working in an environment that presents multiple and varied situations on a daily basis. This is a highly visible position responsible for a large number of administrative, organizational and board projects in a fast-paced environment throughout the year. This position is a member of the Springfield Association of Administrators and Confidentials unit, by the assignment of duties that are directly related to negotiations and employee/employer relations functions of the Superintendent’s Office.
 
Successful candidates will possess the following qualifications and skills which support our District vision "Every Student a Graduate Prepared for a Bright and Successful Future":

  • At least 3-5 years of experience in executive support (to superintendent, CEO or other executive level position), preferably in the education field
  • Bachelor’s degree in education, office or administration, human resources, or social services; or Bachelor’s degree in other area of study with significant experience in office administration and public education; or any other combination of education and experience that would qualify candidate for completion of duties for this position
  • Possess extreme confidentiality and commitment to maintaining a confidential environment
  • Intuitive nature with the aptitude to make the right decision in critical moments to effectively support staff and Board
  • Exceptional communication skills, both verbal and written (including correct English grammar, punctuation, spelling and proofreading)
  • Exceptional interpersonal skills with a service-oriented operating style; experience in conflict resolution and solution-based problem solving
  • Forward planning thinker
  • Ability to produce high-quality and accurate work in a timely manner
  • Ability to maintain poise, confidence and diplomacy in highly charged situations
  • Ability to successfully coordinate a variety of difficult, technical administrative functions at a level requiring independent decision-making within established rules, policies, and procedures
  • Ability to prepare clear, concise, grammatically correct letters, memos, minutes and other written documents; ability to effectively “ghost write” for executive leaders
  • Proven record of adaptability, creativity and dynamic problem solving in a high paced environment
  • Broad knowledge of policy governance, local and national school board policy trends, Oregon Revised Statutes, Oregon Administrative Regulations, Robert’s Rules of Order, legislative process, FERPA, HIPAA, and related legal and policy related matters
  • Advanced proficiency in computer and technology skills. To perform this job successfully an individual must have advanced knowledge of:
    • MS Office Suite (Word, PowerPoint, Excel, etc.)
    • Apple (Mac)
    • Google Apps (Gmail, Google Drive, Hangouts, etc.)
    • Communication technology (FaceTime, Skype, GoToMeetings, text, email, multi-line phone, etc.)

Essential Job Functions
  • Maintains confidentiality and handles confidential and sensitive information in an appropriate manner without exception
  • Makes judgments about the interpretation and application of Board policy under the direction of the Superintendent
  • Completes a broad variety of administrative tasks for the Superintendent and Board including managing an extremely active calendar, completing and reviewing expense reports, composing and preparing confidential correspondence; arranging travel plans and itineraries; maintaining agenda planning documents and preparing meeting agendas
  • Monitors designated budgets and expenditures, reviews for accuracy, and makes adjustments as directed; prepares purchase orders and requisitions
  • Maintains meticulous attention to the Superintendent’s priorities, schedule and responsibilities while he or she is in and out of the office; anticipates the needs of Superintendent and Board and proactively provides documents, materials and support in advance
  • Operates as the “go-to” person on day-to-day operations of the Superintendent’s office
  • Communicates on behalf of the Superintendent to directors, administrators, staff, community agencies and leaders, parents, students and community members, as directed by the Superintendent
  • Researches, prioritizes and follows up on matters related to the Superintendent’s initiatives, areas of focus and directives
  • Works closely and effectively with the Superintendent to keep him or her well informed of upcoming commitments, responsibilities and issues; serves as a “barometer,” having a sense for the issues and incidents taking place in the District, and keeping the Superintendent updated
  • Prioritizes conflicting needs; handles matters expeditiously, proactively and follows through to successful completion, often with deadline pressures
  • Engages in consistent, daily cycle of “triage,” organization, prioritization, analysis and adjustment to effectively manage fluctuating scenarios and workloads
  • Assures meeting and other legal notices are prepared, posted and properly distributed in a timely manner
  • 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
  • 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
  • Record keeping: Monitors receipt of materials and invoices; processes mileage claims; 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 Regulations database and files
  • Assists the Superintendent and Board of Directors with correspondence assuring notes of thanks, appreciation and recognition are sent on behalf of the Superintendent and Board
  • Establishes and monitors the Board and Superintendent budgets; follows processes for reviewing and approving appropriate financial decisions and uses sound judgment to prioritize and present financial requests and tasks to the Superintendent
  • Manages purchasing and orders for Superintendent and Board of Directors
  • Manages office details by relieving the Superintendent of routine requests and matters
  • Serves as a member of the Superintendent’s Cabinet
  • Creates successful relationships with District Office staff and building office staff to support their work and communicate Superintendent expectations and support
  • Attends evening and alternatively scheduled meetings outside normal work hours, including Board meetings, closed sessions, work sessions. Attends evening and alternatively scheduled staff meetings and other meetings related to the Board or Superintendent as necessary
  • Maintains District-wide training, collaboration and holiday schedules; works collaboratively with other staff in scheduling, and assists in creation of school year calendar
  • 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
  • Obtains and/or maintains a current Notary Public Commission
  • Performs other duties as assigned by the Superintendent

Posting ID 16-17-A1004