Executive Assistant to the Superintendent & Board of Trustees - Central Office - Irving Independent School District

JOB TITLE: Executive Assistant to the Superintendent & Board of Trustees

WAGE/HOUR STATUS: Non-Exempt

REPORTS TO: Superintendent

PAY GRADE: Para085 [230 Days]

DEPARTMENT: Superintendent

DATE REVISED: August 2024

A Letter of Assurance will be issued for this position.

PRIMARY PURPOSE: Effectively facilitate the efficient operation of the Superintendent's office and provide secretarial and administrative services to the Superintendent and Board of Trustees; create an environment of genuine care and concern in contacts with all District employees, outside agencies, and the general public; honor and respect the confidentiality of certain information and exhibit ultimate loyalty, honesty, and trustworthiness in daily work habits.

QUALIFICATIONS:

Minimum Education/Certification:

• Bachelor’s degree in business or administrative support services in a related field preferred
• Notary Public Commission [or ability to obtain upon hire]

Minimum Experience:

• Minimum five (5) years of successful, advanced administrative services support experience in an executive environment or four (4) years of professional experience in business, education, or legal communications

Special Knowledge/Skills

• Highly proficient in general office skills, including office management and organization
• Advanced knowledge of Microsoft Word, Excel, PowerPoint, and Access
• Ability to incorporate technological advances into daily office operations
• Ability to compose general correspondence, maintain accurate records, manage files
• Ability to coordinate and manage communications between District departments and the Board Principles of public sector administration
• Agenda preparation and distribution techniques
• Excellent interpersonal skills, tact, patience, and courtesy
• Must be detail-oriented and have excellent proofreading, editing, and grammatical skills
• Ability to handle multiple tasks simultaneously and handle a heavy load with critical deadlines
• Attend night meetings and work extended days
• Be a self-starter and proactive planner, and be able to perform essential job duties without supervision
• Ability to maintain professional standards of confidentiality with proven experience in this area
• Ability to maintain the confidentiality of individuals and stakeholders that apply or are employed with the district
• General knowledge of school district organization, operations, and administrative policies
• Extensive knowledge and background in day to day operations of a school district
• Ability to get along with people and maintain composure under stress
• Ability to provide basic technical assistance to end users
• Bilingual preferred

MAJOR RESPONSIBILITIES AND DUTIES:

1. Perform all secretarial duties for the Superintendent and Board, ensuring confidentiality at all times
2. Respond to inquiries from staff and the public, maintaining good public relations; refer inquiries or problems to the Superintendent or other appropriate support staff; use discretion in disseminating information to callers
3. Organize, prepare, distribute, and post official Board agenda; assemble all materials for Board meetings; attend all Board meetings as recording secretary; prepare accurate detailed minutes of Board meetings; maintain official Minutes of Board meetings; cross-index the Minutes for Board meetings and keep tapes of meetings; provide security of Certified Agenda of Executive Session matters
4. Prepares reviews and submits reports and other documents as required by the Superintendent and Board
5. Scan, store, and retrieve documents for the Superintendent’s office using the district's electronic data management system
6. Prepare materials and notifications for Board members including weekly administrative reports from the Superintendent; maintain monthly calendar of events pertinent to the Board
7. Assist in arrangements for luncheons and dinners held by the Superintendent and Board; schedule the use of meeting rooms as needed
8. Process incoming and outgoing mail for Superintendent's office and Board of Trustees
9. Prepare registrations; make travel arrangements/hotel reservations for Superintendent and Board members, prepare travel and expense vouchers
10. Respond to various inquiries, concerns, and complaints to resolve problems, provide information, and refer to appropriate personnel
11. Oversee and manage the Superintendent and Board of Trustees' budget
12. Exercise sound discretion and independent judgment in handling the general business operations of the Board
13. Demonstrate behavior that is professional, ethical, and responsible
14. Maintain excellent attendance; when absent comply with notification procedures
15. Set an example of personal excellence and high expectations district-wide
16. Perform Notary Public duties as required
17. Perform other duties and assume other responsibilities as may be assigned by the Superintendent or Board President

SUPERVISORY RESPONSIBILITIES:

None

WORKING CONDITIONS:

Mental Demands/Physical Demands/Environmental Factors:

Work with frequent interruptions to meet established deadlines

Repetitive hand motions

Prolonged use of computer

Continuous sitting

Occasional walking

Prolonged or irregular hours (school board meetings)

Environment: Perform all duties in a safe and responsible manner. Observe and follow all safety precautions.

Mental Demands: Must maintain emotional control and exercise reasoning and problem-solving skills while under stress. Must demonstrate ability to communicate effectively (verbal and written).

Safety: Contribute to the prevention of accidents and injuries by observing safety rules and District policy, practicing the principles and skills taught in safety training, wearing personal protective equipment as required, reporting injuries and incidences immediately to a supervisor, and being proactive in the ongoing efforts to improve and maintain workplace safety.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.