2024-25 Executive Assistant - Leadership - DAC - Paradise Valley Unified School District

Executive Assistant

Location: DAC with Leadership Department

12 months, 8 hrs/day

$22.42/hour

Dates: 7/1/2024-6/30/2025

Purpose Statement

The job of Executive Assistant is done for the purpose of assisting assigned administrators in the daily operation of their area of responsibility as well as the planning, implementing, directing and maintaining of District programs by providing a wide variety of complex and confidential administrative and secretarial support; analyzing requests and providing recommendations for action; communicating information on behalf of the district and the governing board to its staff, other districts, public agencies, etc. and overseeing assigned personnel.

Essential Functions

Attends Board meetings, public hearings and work sessions for the purpose of providing information, recording minutes; coordinating materials distribution and/or supporting the needs of attendees.

Compiles data from a wide variety of diversified sources (e.g. staff members, Board Members, Community Organizations, government agencies, etc.) for the purpose of preparing reports, making recommendations; and/or preparing information for assigned administrator.

Coordinates a wide variety of projects, activities and/or events for the assigned administrator (e.g. meetings, receptions, luncheons, workshops, travel/accommodations, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.

Maintains a wide variety of complex manual and electronic documents files and records (e.g. contacts, time sheets, legislative information, databases, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.

Monitors a variety of activities on behalf of assigned Administrator (e.g. Board procedures, public relations issues, meeting arrangements, account balances, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.

Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.

Prepares a wide variety of complex written materials (e.g. correspondence, agendas, minutes, event programs, bulletins, reports, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.

Processes a wide variety of complex documents and materials (e.g. time sheets, work orders, requisitions travel reimbursements, budget transfers, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.

Procures supplies and equipment for the purpose of maintaining availability of required items.

Represents the office of the assigned administrator in their absence for the purpose of addressing matters that require immediate attention.

Researches a variety of topics (e.g. current practices, policies education codes, board agenda items, parental complaints, legal updates, etc.) for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements.

Responds to a wide variety of calls, concerns and/or complaints for the purpose of resolving problems, providing information and/or referring to appropriate personnel.

Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, etc.) for the purpose of making necessary arrangements for the Superintendent, other administrators and/or Board Members.

Supports assigned administrator(s) for the purpose of providing assistance with their functions and responsibilities.

Other Functions

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements:  Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions.  Specific skill based competencies required to satisfactorily perform the functions of the job include:  operating standard office equipment including pertinent software applications; planning and managing projects; preparing and maintaining accurate records; and utilizing delegated authority.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions.  Specific knowledge based competencies required to satisfactorily perform the functions of the job include:  school district operations and philosophy; concepts of grammar and punctuation; and business telephone etiquette.

ABILITY is required to schedule a significant number of activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment.  Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods.  Ability is also required to work with a significant diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize a variety of job-related equipment.  Problem solving is required to analyze issues and create action plans.  Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is moderate.   Specific ability based competencies required to satisfactorily perform the functions of the job include adapting to changing work priorities; communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; working with constant interruption; and working with detailed information/data.

Responsibility

Responsibilities include:  working under limited supervision using standardized practices and/or methods; directing other persons within a small work unit; utilization of resources from other work units is often required to perform the job’s functions.  There is a continual opportunity to impact the organization’s services.

Work Environment

The usual and customary methods of performing the job’s functions require the following physical demands; some lifting, carrying, pushing, and/or pulling, some stopping, kneeling, crouching, and/or crawling and significant fine finger dexterity.  Generally the job requires 85% sitting, 10% walking, and 5% standing.  The job is performed in a generally hazard free environment.

Experience:   Job related experience with increasing levels of responsibility is required..

Education:    Targeted, job related education with study in job-related area.

Equivalency: 

RequiredTesting:                               Certificates and Licenses:

Continuing Educ./ Training:                Clearances:

                                               Criminal Background Clearance

FLSA Status - Exempt 

Paradise Valley Unified School District does not discriminate on the basis of race, color, religion, national origin, age, sex or disability, in admission or access to, or treatment or employment in its programs and activities. Any person having inquiries concerning the School's compliance with the regulations implementing Title VI of the Civil Rights Act of 1964 (Title VI), Section 504 of the Rehabilitation Act of 1973 (Section 504), Title II of the Americans with Disabilities Act of 1990 (ADA), or Title II of the Genetic Information NonDiscrimination Act of 2008 (GINA) may contact the Assistant Superintendent of Human Resources.