Job Description

BAND

GRADE

SUBGRADE

B

2

4

DEPARTMENT:

Varies

ACCOUNTABLE TO:

Assistant Superintendent

FLSA STATUS:

Non-Exempt

CLASS SUMMARY:

Incumbents are responsible for performing highly confidential and administrative support activities at the Superintendent level which have District-wide impact requiring independent operational decision making.  

DISTINGUISHING CHARACTERISTICS:

The Executive Coordinator is the first level in a one level Executive support series. The Executive Coordinator is distinguished from the Administrative Support Series by its responsibility for handling confidential and Executive support activities requiring independent operational decision making regarding District-wide policies and procedures, in support of the Superintendent level.

DUTY

NO.

 

ESSENTIAL DUTIES: (These duties are a representative sample; position assignments may vary.)

FRE-

QUENCY

BAND/

GRADE

 

 

1.

Provides advanced Executive assistance and support, which may include: composing confidential correspondence, e-mails, excel spreadsheets, presentations, notices, recommendations, related reports, memorandums, and letters; coordinating and scheduling meetings; processing and preparing incoming and outgoing mail; and setting up rooms for meetings and/or events. Superior writing skills are required.

Daily

40%

 

 

 

 

2.

Prepares Board agenda items, assembles packets, prepares materials and assistance for meetings and special projects at the Superintendent level and for the Governing Board.

Daily 15%

 

 

 

 

3.

Serves as an intermediary and provides assistance at the Superintendent level for calls, concerns and questions of a complex and varied nature.

Daily

15%

 

 

 

 

DUTY

NO.

 

ESSENTIAL DUTIES: (These duties are a representative sample; position assignments may vary.)

FRE-

QUENCY

BAND/

GRADE

4.

Serves as a lead to lower level staff, which may include: prioritizing and assigning work; facilitating meetings, participating in performance evaluations; and, ensuring staff are trained.

Daily 10%

 

 

 

 

5.

Monitors day-to-day office operations to ensure accurate, timely, and courteous customer service; makes recommendations to improve efficiency of work flow.

Daily

10%

 

 

 

 

6.

Maintains Assistant Superintendent’s calendar by scheduling appointments and making arrangements.

Daily

5%

 

 

 

 

7.

Processes a variety of District forms to include compiling and inputting into databases and creating and maintaining filing systems.

Daily

5%

 

 

 

 

8.

Maintains supplies inventory and places orders with the District warehouse and/or outside vendors.

 Monthly

5%

 

 

 

 

9.

Assists in the preparation and monitoring of the annual budget to include tracking expenditures, creating monthly reports, bookkeeping, and/or maintaining related records.

Monthly

5%

 

 

 

 

10.

Performs other duties of a similar nature or level.

As Required

 

Knowledge (position requirements at entry):

Knowledge of:

  • Office management practices and standard operating procedures;
  • Customer service principles;
  • Recordkeeping practices and procedures;
  • Filing techniques and practices;
  • Modern office equipment;
  • District policies and procedures;
  • Basic accounting procedures to monitor and track budgets and to calculate payroll;
  • General practices and procedures in area of assignment;
  • Grammar, punctuation, and spelling;
  • Basic mathematical principles and concepts.

 

Skills (position requirements at entry):

Skill in:

  • Superior writing skills
  • Ability to manage complex data in MS Excel
  • Prioritizing and assigning work;
  • Monitoring employees;
  • Using a computer and related software applications;
  • Operating modern office equipment;
  • Maintaining records;
  • Composing, editing, proofreading, and formatting letters, correspondence, reports, and other written materials;
  • Organizing agenda items;
  • Tracking budgetary expenditures;
  • Processing information and paperwork;
  • Reading and interpreting policies and procedures;
  • Performing mathematical calculations;
  • Gathering and organizing information;
  • Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

 

Training and Experience (position requirements at entry):

High School Diploma or General Equivalency Diploma (G.E.D.), and six years of progressively responsible administrative support experience related to school districts, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

 

Licensing Requirements (position requirements at entry):

None Required.

Physical Requirements

Positions in this class typically require: fingering, grasping, talking, hearing, seeing, and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.  Sedentary work involves sitting most of the time.  Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

NOTE

The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.

Classification History:

Draft prepared Executive Leadership Team

Date:  6/04



Primary Location: Human Resources

Shift Type: Full-Time

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Applications will be accepted beginning
Wednesday, April 24, 2019 12:00 AM
(Mountain Standard Time)

Application Instructions

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