Berkeley Unified School District
Executive Assistant I
Berkeley Unified School District, Berkeley, California, United States, 94709
BASIC FUNCTION:
Under the direction of an Assistant Superintendent, perform highly responsible and confidential secretarial and administrative assistant duties to relieve the Assistant Superintendent of a variety of administrative details; interpret policies and regulations to officials, staff and the public; plan, coordinate and organize office activities and flow of communications and information for the assigned administrator.
REPRESENTATIVE DUTIES:
ESSENTIAL DUTIES:
Perform highly responsible duties as the primary and confidential secretary to the Assistant Superintendent, relieving the administrator of a variety of secretarial and administrative details; provide administrative support to other departmental administrators as requested; plan, coordinate and organize office and department activities and flow of communications for the administrator; maintain confidentiality of privileged and sensitive information.Receive, screen and route telephone calls; greet and assist visitors; refer callers or visitors to appropriate staff members; take and relay messages; respond to requests, complaints and questions from officials, staff and the public, representing the Assistant Superintendent by phone and written communication; interpret policies and regulations to officials, staff and the public.Compose correspondence independently on a variety of matters including those of a confidential nature; compile and type various letters, forms, reports, contracts, packets, statistical data, memoranda, bulletins, newsletters, notices, vouchers, lists and other materials as directed; prepare, format, edit, proofread and revise written materials.Coordinate and schedule various appointments and meetings; make travel arrangements; reserve facilities; prepare and assure proper completion of reimbursement forms; maintain and coordinate the administrator's calendar; prepare and disseminate calendar of events; coordinate and arrange special events and activities.Receive, sort and route incoming correspondence; receive and respond to e-mails; review, prioritize and route incoming mail, correspondence, reports and other documents; compose replies independently or from oral direction; prepare notices, packets and informational materials for mailing.Attend a variety of meetings; prepare related agendas, Board topics, notices, reports, presentations and agendas; record and transcribe minutes; prepare and distribute minutes, updated records, statements, documents and reports to appropriate personnel.Research and compile a variety of information; compute statistical information for various federal, State and local reports; process and evaluate a variety of forms and applications related to assigned functions; duplicate materials as necessary.Input a wide variety of data into an assigned computer system; maintain automated files and records; create queries and generate a variety of computerized lists and reports; assure timely distribution and receipt of a variety of records and reports; assure accuracy of input and output data.Train and provide work direction and guidance to designated clerical personnel as assigned; provide input concerning employee interviews and evaluations as requested; train support staff on proper formats and procedures used in the office.Maintain designated budgets and assure assigned accounts are accurate and expenditures are within federal or State requirements; collect and account for fees; initiate budget transfers as directed.Prepare and maintain a variety of complex lists and records related to student information, personnel, financial activity and assigned duties; establish and maintain filing systems.Perform special projects and prepare various forms and reports on behalf of the Assistant Superintendent; attend to administrative details on special matters as assigned; perform varied duties related to the area of responsibility and assigned programs.Operate and maintain a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software; arrange for equipment repairs as needed.Communicate with other departments, administrators and outside agencies to coordinate activities, exchange information and resolve issues or concerns.Prepare, type and process requisitions according to established guidelines; order, receive and maintain inventory of supplies and equipment in accordance with established guidelines.Obtain and provide information, records and materials to staff and the public where judgment, knowledge and interpretation of policies and regulations and organizational functions and programs are required; verify information for staff and outside agencies as requested.Maintain confidentiality regarding issues related to personnel matters.Develop and implement office procedures to assure complete and timely operations; create office forms which facilitate work flow.
OTHER DUTIES:Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:Functions and secretarial operations of an administrative office.District operations, policies and objectives.Applicable laws, codes, regulations, policies and procedures.Modern office practices, procedures and equipment.Record-keeping techniques.Correct English usage, grammar, spelling, punctuation and vocabulary.Oral and written communication skills.Interpersonal skills using tact, patience and courtesy.Budgeting practices regarding monitoring and control.Methods of collecting and organizing data and information.Business letter and report writing, editing and proofreading.Basic public relations techniques.Operation of a computer and assigned software.
ABILITY TO:Perform highly responsible and confidential secretarial and administrative assistant duties to relieve the Assistant Superintendent of a variety of administrative details.Interpret, apply and explain laws, codes, rules, regulations, policies and procedures.Plan, coordinate and organize office activities and flow of communications and information for the assigned administrator.Organize complex material and summarize discussions and actions taken in report form.Compile and prepare comprehensive reports concerning a broad spectrum of subject matter.Compose effective correspondence independently.Maintain a variety of complex and confidential files and records.Assure efficient and timely completion of office and program projects and activities.Understand and resolve issues, complaints or problems.Type or input data at an acceptable rate of speed.Take and transcribe dictation at an acceptable rate of speed.Operate a variety of office equipment including a computer and assigned software.Establish and maintain cooperative and effective working relationships with others.Analyze situations accurately and adopt an effective course of action.Plan and organize work.Meet schedules and time lines.Prioritize and schedule work.Work independently with little direction.Work confidentially with discretion.Communicate effectively both orally and in writing.
MINIMUM QUALIFICATIONS:Any combination equivalent to: bachelor's degree in a related field and four years of increasingly responsible secretarial or administrative assistant experience.
WORKING CONDITIONS:
ENVIRONMENT:Office environment; constant interruptions.
PHYSICAL DEMANDS:Hearing and speaking to exchange information in person or on the telephone; dexterity of hands and fingers to operate a computer keyboard; seeing to read a variety of materials; sitting or standing for extended periods of time; bending the waist or kneeling to file materials.
HAZARDS:Interactions with dissatisfied, hostile and irate individuals.
EXAMINATION INFORMATION:The first step in the examination process is the application screening and whether or not the candidate meets the minimum qualifications listed. The testing process may consist of a written exam; an oral exam; a performance exam; a structured interview (SI); a qualification appraisal interview (QAI); an evaluation of training & experience/education (T&E) and/or any combination thereof. ONLY the No Child Left Behind (NCLB) test requires and is mandated to have a passing score of 70 on each of the three parts of the test. All other tests will have a passing score set between 50 and 99 depending of a variety of factors affecting that specific recruitment. All candidates must pass the first examination process to be invited to the next step/test in the process. As the testing process consists of a minimum of two examination processes; the weight of each those processes may be determined at any step in the processes. Qualified candidates will be notified of the date, time, and place of the examination(s)/test(s). Candidates will be notified of the minimum pass points/test score for each examination and/or test in the examination process.
OTHER:Proof of identification for completion of Form I-9, Employment Eligibility Verification, must be submitted at the time of processing for employment.
SALARIES:All salaries as stated are based on present information and are subject to change. Appointments are made at the minimum salary shown in the posting and increases are granted at intervals based on anniversary date.
NOTIFICATION OF NON-DISCRIMINATION POLICY:The Berkeley Unified School District is committed to fostering a positive working environment for its employees. Accordingly, BUSD practices shall be free from discrimination, harassment, intimidation and bullying of any employee based on an employee's actual race, color, ancestry, national origin, ethnic group identification, age, religion, marital status, physical or mental disability, sex, sexual orientation, gender, gender identity, or gender expression; the perception of one or more of such characteristics; or association with a person or group with one or more of these actual or perceived characteristics. The Board also prohibits retaliation against any district employee or job applicant who complains, testifies or in any way participates in the district's complaint procedures instituted pursuant to this policy.
The following employee has been designated to handle questions and complaints of alleged discrimination regarding Board Policy 4030:
Compliance Officer and Title IX Coordinator2020 Bonar Street, Room 116Berkeley, CA 94702Phone: 510-486-9338Email: nondiscrimination@berkeley.net#J-18808-Ljbffr
Under the direction of an Assistant Superintendent, perform highly responsible and confidential secretarial and administrative assistant duties to relieve the Assistant Superintendent of a variety of administrative details; interpret policies and regulations to officials, staff and the public; plan, coordinate and organize office activities and flow of communications and information for the assigned administrator.
REPRESENTATIVE DUTIES:
ESSENTIAL DUTIES:
Perform highly responsible duties as the primary and confidential secretary to the Assistant Superintendent, relieving the administrator of a variety of secretarial and administrative details; provide administrative support to other departmental administrators as requested; plan, coordinate and organize office and department activities and flow of communications for the administrator; maintain confidentiality of privileged and sensitive information.Receive, screen and route telephone calls; greet and assist visitors; refer callers or visitors to appropriate staff members; take and relay messages; respond to requests, complaints and questions from officials, staff and the public, representing the Assistant Superintendent by phone and written communication; interpret policies and regulations to officials, staff and the public.Compose correspondence independently on a variety of matters including those of a confidential nature; compile and type various letters, forms, reports, contracts, packets, statistical data, memoranda, bulletins, newsletters, notices, vouchers, lists and other materials as directed; prepare, format, edit, proofread and revise written materials.Coordinate and schedule various appointments and meetings; make travel arrangements; reserve facilities; prepare and assure proper completion of reimbursement forms; maintain and coordinate the administrator's calendar; prepare and disseminate calendar of events; coordinate and arrange special events and activities.Receive, sort and route incoming correspondence; receive and respond to e-mails; review, prioritize and route incoming mail, correspondence, reports and other documents; compose replies independently or from oral direction; prepare notices, packets and informational materials for mailing.Attend a variety of meetings; prepare related agendas, Board topics, notices, reports, presentations and agendas; record and transcribe minutes; prepare and distribute minutes, updated records, statements, documents and reports to appropriate personnel.Research and compile a variety of information; compute statistical information for various federal, State and local reports; process and evaluate a variety of forms and applications related to assigned functions; duplicate materials as necessary.Input a wide variety of data into an assigned computer system; maintain automated files and records; create queries and generate a variety of computerized lists and reports; assure timely distribution and receipt of a variety of records and reports; assure accuracy of input and output data.Train and provide work direction and guidance to designated clerical personnel as assigned; provide input concerning employee interviews and evaluations as requested; train support staff on proper formats and procedures used in the office.Maintain designated budgets and assure assigned accounts are accurate and expenditures are within federal or State requirements; collect and account for fees; initiate budget transfers as directed.Prepare and maintain a variety of complex lists and records related to student information, personnel, financial activity and assigned duties; establish and maintain filing systems.Perform special projects and prepare various forms and reports on behalf of the Assistant Superintendent; attend to administrative details on special matters as assigned; perform varied duties related to the area of responsibility and assigned programs.Operate and maintain a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software; arrange for equipment repairs as needed.Communicate with other departments, administrators and outside agencies to coordinate activities, exchange information and resolve issues or concerns.Prepare, type and process requisitions according to established guidelines; order, receive and maintain inventory of supplies and equipment in accordance with established guidelines.Obtain and provide information, records and materials to staff and the public where judgment, knowledge and interpretation of policies and regulations and organizational functions and programs are required; verify information for staff and outside agencies as requested.Maintain confidentiality regarding issues related to personnel matters.Develop and implement office procedures to assure complete and timely operations; create office forms which facilitate work flow.
OTHER DUTIES:Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:Functions and secretarial operations of an administrative office.District operations, policies and objectives.Applicable laws, codes, regulations, policies and procedures.Modern office practices, procedures and equipment.Record-keeping techniques.Correct English usage, grammar, spelling, punctuation and vocabulary.Oral and written communication skills.Interpersonal skills using tact, patience and courtesy.Budgeting practices regarding monitoring and control.Methods of collecting and organizing data and information.Business letter and report writing, editing and proofreading.Basic public relations techniques.Operation of a computer and assigned software.
ABILITY TO:Perform highly responsible and confidential secretarial and administrative assistant duties to relieve the Assistant Superintendent of a variety of administrative details.Interpret, apply and explain laws, codes, rules, regulations, policies and procedures.Plan, coordinate and organize office activities and flow of communications and information for the assigned administrator.Organize complex material and summarize discussions and actions taken in report form.Compile and prepare comprehensive reports concerning a broad spectrum of subject matter.Compose effective correspondence independently.Maintain a variety of complex and confidential files and records.Assure efficient and timely completion of office and program projects and activities.Understand and resolve issues, complaints or problems.Type or input data at an acceptable rate of speed.Take and transcribe dictation at an acceptable rate of speed.Operate a variety of office equipment including a computer and assigned software.Establish and maintain cooperative and effective working relationships with others.Analyze situations accurately and adopt an effective course of action.Plan and organize work.Meet schedules and time lines.Prioritize and schedule work.Work independently with little direction.Work confidentially with discretion.Communicate effectively both orally and in writing.
MINIMUM QUALIFICATIONS:Any combination equivalent to: bachelor's degree in a related field and four years of increasingly responsible secretarial or administrative assistant experience.
WORKING CONDITIONS:
ENVIRONMENT:Office environment; constant interruptions.
PHYSICAL DEMANDS:Hearing and speaking to exchange information in person or on the telephone; dexterity of hands and fingers to operate a computer keyboard; seeing to read a variety of materials; sitting or standing for extended periods of time; bending the waist or kneeling to file materials.
HAZARDS:Interactions with dissatisfied, hostile and irate individuals.
EXAMINATION INFORMATION:The first step in the examination process is the application screening and whether or not the candidate meets the minimum qualifications listed. The testing process may consist of a written exam; an oral exam; a performance exam; a structured interview (SI); a qualification appraisal interview (QAI); an evaluation of training & experience/education (T&E) and/or any combination thereof. ONLY the No Child Left Behind (NCLB) test requires and is mandated to have a passing score of 70 on each of the three parts of the test. All other tests will have a passing score set between 50 and 99 depending of a variety of factors affecting that specific recruitment. All candidates must pass the first examination process to be invited to the next step/test in the process. As the testing process consists of a minimum of two examination processes; the weight of each those processes may be determined at any step in the processes. Qualified candidates will be notified of the date, time, and place of the examination(s)/test(s). Candidates will be notified of the minimum pass points/test score for each examination and/or test in the examination process.
OTHER:Proof of identification for completion of Form I-9, Employment Eligibility Verification, must be submitted at the time of processing for employment.
SALARIES:All salaries as stated are based on present information and are subject to change. Appointments are made at the minimum salary shown in the posting and increases are granted at intervals based on anniversary date.
NOTIFICATION OF NON-DISCRIMINATION POLICY:The Berkeley Unified School District is committed to fostering a positive working environment for its employees. Accordingly, BUSD practices shall be free from discrimination, harassment, intimidation and bullying of any employee based on an employee's actual race, color, ancestry, national origin, ethnic group identification, age, religion, marital status, physical or mental disability, sex, sexual orientation, gender, gender identity, or gender expression; the perception of one or more of such characteristics; or association with a person or group with one or more of these actual or perceived characteristics. The Board also prohibits retaliation against any district employee or job applicant who complains, testifies or in any way participates in the district's complaint procedures instituted pursuant to this policy.
The following employee has been designated to handle questions and complaints of alleged discrimination regarding Board Policy 4030:
Compliance Officer and Title IX Coordinator2020 Bonar Street, Room 116Berkeley, CA 94702Phone: 510-486-9338Email: nondiscrimination@berkeley.net#J-18808-Ljbffr