Eugene School District
Executive Assistant to the Chief of Staff & the Board
Eugene School District, Eugene, Oregon, United States, 97403
Salary :
$65,998.00 - $86,549.00 Annually
Location :
Eugene, OR
Job Type:
Full Time
Job Number:
2024-00567
School/Department:
Superintendent's Office
Opening Date:
10/23/2024
Closing Date:
11/6/2024 11:59 PM Pacific
Position Summary
Th
is is a fulltime 1.0 FTE position on the AD - 12 (twelve month) calendar.
This position provides high-level, confidential administrative support to the Chief of Staff. Duties include clerical, administrative, project-based, scheduling, arranging meetings, handling information requests, preparing reports and correspondence and liaising with board members. Prior to meetings, the executive assistant may prepare the meeting agenda and provide needed background information to the Chief of Staff. This position is often privy to confidential information and as such, requires diplomacy and discretion. The executive assistant also provides general administrative and clerical tasks such as answering phones, faxing, mailing, filing and photocopying and is required to arrange logistics for visitors, coordinate conference calls, transcribe notes and type correspondence and reports. This position interacts with the board of directors. Duties include scheduling board meetings, handling logistics of board meetings, sending materials for review prior to the meetings, taking and distributing notes and fielding general queries from board members. Manage the administrative operation of the office and supervise support staff. Serves as coordinator for central office building support issues.
Essential Functions:
Preparation of official records and agendas for School Board meetings; scheduling and coordinating meeting arrangements; may be required to attend Board meetings.Facilitate the flow of information to and from the Chief of Staff's office;Communicate and interact with Board members, staff, parents, and the general public.Develop and maintain record management systems for a variety of documents and apply retention guidelines.Develop and maintain effective information tracking systems.Develop and maintain statistical and other reports.Provide support in the area of labor relations and collective bargaining.Perform budget administration duties, including monitoring expenditures and preparing analysis and expenditure forecasts.Participate in policy and procedure development and maintenance; coordinate policy updates.Develop responses and compose letters for review and signature of the Chief of Staff.Maintain calendars and coordinate schedules; keep Chief of Staff and Board of Directors apprised of time-sensitive issues.Provide a variety of other executive support duties to the Chief of Staff and the Board of Directors.Responsible for system design and information requirements for new systems and leadership in their development, implementation, and maintenance.Required Knowledge, Skills and Abilities
Skill in managing the administrative operations of a fast-paced office and supervise support staff.Ability to serve as coordinator for central office building support issues.Personal attributes such as discretion, a high level of professionalism, strong attention to detail, organization and written and verbal communication skills are also a requirement.Demonstrated knowledge of office management principles, practices, and systems.Knowledge of budget processes and ability to analyze operational needs.Knowledge of record systems and the application of retention requirements.Demonstrated knowledge of English grammar, spelling, and composition.Exceptional and professional writing ability.Excellent interpersonal communication skills and ability to deal professionally, tactfully and courteously with Board members, staff, and the general public.Ability to establish, and maintain effective and cooperative working relationships with diverse clients and groups, including people with different cultural and ethnic backgrounds and values.Ability to understand and accept different perspectives.Ability to supervise clerical staff and student workers and to appropriately delegate responsibility, assign work, and monitor the quality of work performed by others.Ability to coordinate multiple concurrent projects and activities with staff while considering timelines.Ability to write, compose, and edit routine and complex correspondence.Excellent skills in the use of office software, including Word, Excel, and PowerPoint.Ability to transcribe from recorded messages and dictation.Ability to understand administrative policies and processes. Ability to attain knowledge of District policies and procedures within a short period of time.Ability to interpret and communicate program policies, requirements, and procedures.Ability to work independently with only general direction and statement of objectives.Ability to maintain confidentiality of information and exercise good judgment.Ability to work accurately in a fast-paced environment under tight deadlines and effectively manage multiple projects and requirements.Experience differentiating practices for diverse populations.Ability to work effectively and collaboratively with diverse students, staff, and community populations.Minimum Qualifications
This position requires strong writing and computer skills, the ability to handle confidential information and to multitask. Evidence of a strong writing sample must be provided at the time of application. A computerized skills and abilities test will be administered for finalists as part of the screening process.
Experience
Considerable and progressively responsible secretarial experience, which includes at least three (3) years of executive-level support experience.Demonstrated experience working in a multicultural and diverse work environment.Education
Graduation from a senior high school or equivalent and at least two (2) years of post-secondary education.Preferred Qualifications
Training or experience in office management and project management experience preferred.Bilingual proficiency and/or multicultural experience strongly preferred.Any combination of experience and training that would likely provide the required knowledge and skill may be considered qualifying as determined by Human Resources.To view the complete job description visit:
Additional Information
Complete application in its entirety. Incomplete applications will not be accepted or processed, there are no exceptions.
We do not accept walk-in, faxed, or applications via mail. All applications must be submitted using the GovermentJobs website. It is your responsibility to submit a complete application. Submitting an application does not guarantee any candidate an interview. Candidates are interviewed by appointment only. If you apply to more than one job, an application is required for EACH job posting.
ALL
required documentation must be scanned and attached in order to submit an online application.Required documents for this posting are:
Cover LetterResumeUpon offer of employment applicants must obtain a fingerprint clearance from the Oregon State Police Department and the FBI through a process authorized by the Eugene School District 4J. Applicants would be responsible for the one-time fingerprint clearance fee.
An Affirmative Action / Equal Opportunity Employer
The Eugene School District 4J does not discriminate on the basis of race, religion, ancestry, color, national origin, gender, age, disability, marital or family status, sexual orientation, gender identity in admission or access to the treatment of employment in its programs and activities as required by state and federal law. If you have any complaints, please contact the HR Department at (541) 790-7670.
It is the District's policy to provide qualifying veterans and disabled veterans with preference in employment in accordance with applicable law. Applicants wishing to claim veterans' preference must provide the following military documents verifying their eligibility:
Veterans
:
A copy of the applicant's Certificate of Release or Discharge from Active Duty (a federal DD Form 214 or 215), which shows character of service upon discharge
OR
a letter from the U.S. Department of Veterans Affairs indicating the applicant receives a non-service connected pension.
Disabled Veterans
:
A copy of the applicant's Certificate of Release or Discharge from Active Duty (a federal DD Form 214 or 215), which shows character of service upon discharge
AND
a copy of the applicants veteran's disability preference letter from the U.S. Department of Veterans Affairs (unless the information is included on the DD Form 214 or 215).
For veterans' preference to apply, the required military documents must be submitted to the District at the time of application submission.
There are a wide variety of benefits to eligible Eugene School District 4J employees. These benefits include health, dental, vision, life insurance, optional life and disability, flexible spending accounts, 403B, and an employee assistance program.
Positions at a minimum of four hours (0.5 FTE) are benefit eligible. Please contact the hiring administrator if you have questions about this position's benefit eligibility.
For a complete description of benefits available for 4J employees please visit our Employee Benefits webpage at www.4j.lane.edu/hr/benefits.
$65,998.00 - $86,549.00 Annually
Location :
Eugene, OR
Job Type:
Full Time
Job Number:
2024-00567
School/Department:
Superintendent's Office
Opening Date:
10/23/2024
Closing Date:
11/6/2024 11:59 PM Pacific
Position Summary
Th
is is a fulltime 1.0 FTE position on the AD - 12 (twelve month) calendar.
This position provides high-level, confidential administrative support to the Chief of Staff. Duties include clerical, administrative, project-based, scheduling, arranging meetings, handling information requests, preparing reports and correspondence and liaising with board members. Prior to meetings, the executive assistant may prepare the meeting agenda and provide needed background information to the Chief of Staff. This position is often privy to confidential information and as such, requires diplomacy and discretion. The executive assistant also provides general administrative and clerical tasks such as answering phones, faxing, mailing, filing and photocopying and is required to arrange logistics for visitors, coordinate conference calls, transcribe notes and type correspondence and reports. This position interacts with the board of directors. Duties include scheduling board meetings, handling logistics of board meetings, sending materials for review prior to the meetings, taking and distributing notes and fielding general queries from board members. Manage the administrative operation of the office and supervise support staff. Serves as coordinator for central office building support issues.
Essential Functions:
Preparation of official records and agendas for School Board meetings; scheduling and coordinating meeting arrangements; may be required to attend Board meetings.Facilitate the flow of information to and from the Chief of Staff's office;Communicate and interact with Board members, staff, parents, and the general public.Develop and maintain record management systems for a variety of documents and apply retention guidelines.Develop and maintain effective information tracking systems.Develop and maintain statistical and other reports.Provide support in the area of labor relations and collective bargaining.Perform budget administration duties, including monitoring expenditures and preparing analysis and expenditure forecasts.Participate in policy and procedure development and maintenance; coordinate policy updates.Develop responses and compose letters for review and signature of the Chief of Staff.Maintain calendars and coordinate schedules; keep Chief of Staff and Board of Directors apprised of time-sensitive issues.Provide a variety of other executive support duties to the Chief of Staff and the Board of Directors.Responsible for system design and information requirements for new systems and leadership in their development, implementation, and maintenance.Required Knowledge, Skills and Abilities
Skill in managing the administrative operations of a fast-paced office and supervise support staff.Ability to serve as coordinator for central office building support issues.Personal attributes such as discretion, a high level of professionalism, strong attention to detail, organization and written and verbal communication skills are also a requirement.Demonstrated knowledge of office management principles, practices, and systems.Knowledge of budget processes and ability to analyze operational needs.Knowledge of record systems and the application of retention requirements.Demonstrated knowledge of English grammar, spelling, and composition.Exceptional and professional writing ability.Excellent interpersonal communication skills and ability to deal professionally, tactfully and courteously with Board members, staff, and the general public.Ability to establish, and maintain effective and cooperative working relationships with diverse clients and groups, including people with different cultural and ethnic backgrounds and values.Ability to understand and accept different perspectives.Ability to supervise clerical staff and student workers and to appropriately delegate responsibility, assign work, and monitor the quality of work performed by others.Ability to coordinate multiple concurrent projects and activities with staff while considering timelines.Ability to write, compose, and edit routine and complex correspondence.Excellent skills in the use of office software, including Word, Excel, and PowerPoint.Ability to transcribe from recorded messages and dictation.Ability to understand administrative policies and processes. Ability to attain knowledge of District policies and procedures within a short period of time.Ability to interpret and communicate program policies, requirements, and procedures.Ability to work independently with only general direction and statement of objectives.Ability to maintain confidentiality of information and exercise good judgment.Ability to work accurately in a fast-paced environment under tight deadlines and effectively manage multiple projects and requirements.Experience differentiating practices for diverse populations.Ability to work effectively and collaboratively with diverse students, staff, and community populations.Minimum Qualifications
This position requires strong writing and computer skills, the ability to handle confidential information and to multitask. Evidence of a strong writing sample must be provided at the time of application. A computerized skills and abilities test will be administered for finalists as part of the screening process.
Experience
Considerable and progressively responsible secretarial experience, which includes at least three (3) years of executive-level support experience.Demonstrated experience working in a multicultural and diverse work environment.Education
Graduation from a senior high school or equivalent and at least two (2) years of post-secondary education.Preferred Qualifications
Training or experience in office management and project management experience preferred.Bilingual proficiency and/or multicultural experience strongly preferred.Any combination of experience and training that would likely provide the required knowledge and skill may be considered qualifying as determined by Human Resources.To view the complete job description visit:
Additional Information
Complete application in its entirety. Incomplete applications will not be accepted or processed, there are no exceptions.
We do not accept walk-in, faxed, or applications via mail. All applications must be submitted using the GovermentJobs website. It is your responsibility to submit a complete application. Submitting an application does not guarantee any candidate an interview. Candidates are interviewed by appointment only. If you apply to more than one job, an application is required for EACH job posting.
ALL
required documentation must be scanned and attached in order to submit an online application.Required documents for this posting are:
Cover LetterResumeUpon offer of employment applicants must obtain a fingerprint clearance from the Oregon State Police Department and the FBI through a process authorized by the Eugene School District 4J. Applicants would be responsible for the one-time fingerprint clearance fee.
An Affirmative Action / Equal Opportunity Employer
The Eugene School District 4J does not discriminate on the basis of race, religion, ancestry, color, national origin, gender, age, disability, marital or family status, sexual orientation, gender identity in admission or access to the treatment of employment in its programs and activities as required by state and federal law. If you have any complaints, please contact the HR Department at (541) 790-7670.
It is the District's policy to provide qualifying veterans and disabled veterans with preference in employment in accordance with applicable law. Applicants wishing to claim veterans' preference must provide the following military documents verifying their eligibility:
Veterans
:
A copy of the applicant's Certificate of Release or Discharge from Active Duty (a federal DD Form 214 or 215), which shows character of service upon discharge
OR
a letter from the U.S. Department of Veterans Affairs indicating the applicant receives a non-service connected pension.
Disabled Veterans
:
A copy of the applicant's Certificate of Release or Discharge from Active Duty (a federal DD Form 214 or 215), which shows character of service upon discharge
AND
a copy of the applicants veteran's disability preference letter from the U.S. Department of Veterans Affairs (unless the information is included on the DD Form 214 or 215).
For veterans' preference to apply, the required military documents must be submitted to the District at the time of application submission.
There are a wide variety of benefits to eligible Eugene School District 4J employees. These benefits include health, dental, vision, life insurance, optional life and disability, flexible spending accounts, 403B, and an employee assistance program.
Positions at a minimum of four hours (0.5 FTE) are benefit eligible. Please contact the hiring administrator if you have questions about this position's benefit eligibility.
For a complete description of benefits available for 4J employees please visit our Employee Benefits webpage at www.4j.lane.edu/hr/benefits.