FIREFIGHTER/PARAMEDIC

About the role

The Executive Assistant II position supports an Assistant Superintendent and is responsible for providing secretarial, administrative, and support services. This role involves dealing with sensitive, confidential, and complex issues of district-wide impact and regular interaction with board members and top executives.

Responsibilities

• Provides secretarial and administrative support to an Assistant Superintendent or an executive at that level; types and/or drafts memoranda, correspondence, board agenda materials and other documents and reports often of a highly sensitive and confidential nature; transcribes confidential correspondence and reports; ensures materials and reports for signature are accurate and complete; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures.
• Reviews, proofreads and edits board agenda items; receives action items and memorandums for Board meetings from division departments and reviews items for accuracy; receives notices of donations to District or school sites; submits information to the Board for recognition; types and mails thank you letters from the Board president; drafts board action items, information and memos for review by division heads, Superintendent and Board members; gathers final board action and memos and submits to the Superintendent’s office for signature and submission to the Board; researches and gathers information on specific items.
• Maintains the Assistant Superintendent’s calendar; coordinates, arranges and confirms meetings; screens requests for appointments; attends division meetings to maintain up-to-date knowledge of division activities; takes and maintains minutes of meetings and distributes applicable information to division directors.
• Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and use of sound, independent judgment; responds to requests for information, refers matters to appropriate District staff and/or takes or recommends action to resolve the request.
• Reviews, determines the priority and routes incoming correspondence, reports, requests and instructions; handles or refers matters as directed; acts as liaison in coordinating matters between the Assistant Superintendent and other department heads and managers.
• Researches and assembles information from a variety of sources for the preparation of reports, correspondence and presentations for the Assistant Superintendent; coordinates and participates in purchasing equipment, materials and supplies; conducts special studies and recommends procedural or other changes.
• Establishes, organizes and maintains highly confidential office and personnel files, including grievances, complaints and employee discipline cases.
• Prepares time reports for assigned employees; maintains director and support staff time reports and information for Assistant Superintendent records.
• Provides work direction and guidance to other secretarial and clerical staff and acts as lead administrative support employee for their division; delegates duties to office support staff which require routine or maintenance attention; determines steps necessary to follow complete assignments; trains support staff and management on proper formats for board presentation and provides appropriate guidelines and processes; provides backup support for other support staff in the Assistant Superintendent’s office.
• Attends and represents support staff at meetings and/or with organizations that pertain to the District or Assistant Superintendent’s division.
• Prepares and types collective bargaining contracts; prepares contract proposals, memorandums of understanding and tentative agreements during negotiations; maintains mandated costs records to ensure the District is claiming the maximum amount spent on collective bargaining.
• Affords assistance with conducting surveys for special reports as directed.
• Plans and coordinates the annual employee recognition ceremony and retiree reception; creates certificates and assembles pins.
• Maintains and monitors the filing of conflict of interest forms completed by Board members, the Superintendent and designated employees to meet the requirements of the California Political Reform Act; works with the Office of Los Angeles County Board of Supervisors to ensure lists and forms are current and completed properly and determine if the District’s conflict of interest code needs to be updated; answers questions on completion of forms.
• Researches, gathers information, compiles, types and distributes District emergency telephone lists.

Qualifications

• Knowledge of:
• Office administrative and management practices and procedures.
• P principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
• District organization, rules, policies and procedures, including payroll and training and expense reporting.
• Basics of school districts, including the role and responsibilities of a public governing board.
• District administrative procedures and forms for human resources, risk management, contracting, purchasing, inventory, accounts payable, budgeting, travel and training processes.
• Advanced uses of word processing, spreadsheet, database and other standard software to create complex documents and materials requiring the interpretation and manipulation of data.
• Research techniques, methods and procedures.
• Principles and practices of effective lead work direction.
• District human resources policies and labor contract provisions; District timekeeping and payroll codes and reporting requirements.
• Ability to:
• Operate a computer and word processing software and other standard office equipment.
• Ability to keyboard accurately at 60 net words per minute to meet the requirements of the position.
• Manage multiple and rapidly changing priorities.
• Organize, set priorities and exercise sound independent judgment within areas of responsibility.
• Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies.
• Organize, research and maintain complex and confidential office files.
• Compose correspondence, prepare documents and make arrangements from brief instructions.
• Communicate clearly and effectively orally and in writing.
• Prepare clear, accurate and concise records and reports.
• Maintain highly sensitive and confidential information.
• Use a high degree of tact, discretion and diplomacy in dealing with sensitive situations and concerned and/or upset groups and individuals.
• Establish and maintain highly effective working relationships with District executives, elected officials, staff, faculty, community leaders, students and others encountered in the course of work.