Senior Executive Assistant to Superintendent​/Governing Board

Overview

JOB GOALS:
The Executive Assistant to the Superintendent and Governing Board provides clerical and administrative support to the Superintendent; communicates information to staff, the public, and other districts; ensures compliance with financial, legal, and administrative requirements; and provides information and direction as requested in support of district operations.

• High school diploma or equivalent; AA degree preferred
• Three years of administrative assistant experience preferred
• Experience in a school district preferred
• Excellent communication skills
• Ability to communicate (verbally and in writing) with others in a positive, clear, and precise manner
• Ability to maintain confidentiality of records, correspondence, and other information, adhering to legal and procedural guidelines regarding confidentiality and disclosure of information
• Strong organizational and prioritization skills
• Ability to meet deadlines while working under pressure and frequent interruptions
• Knowledge of office procedures, basic records/bookkeeping, desktop publishing, spreadsheets and purchasing procedures
• Must pass a background clearance
• Must obtain an Arizona IVP Level One Fingerprint Clearance Card

261 days; 12 months

Per QCUSD salary schedule for applicable position

As per QCUSD District policy

Superintendent

Per District Policy

40 hours per week – Monday through Friday

Hourly, Non-exempt

Responsibilities shall include, but not be limited to, the following:

• Assists the Superintendent and administrative office with secretarial and administrative support, including correspondence, telephone liaison, scheduling and office management for the purpose of maintaining an efficient administrative office
• Maintains strict confidentiality and handles sensitive information with professionalism and integrity
• Acts as a trusted liaison between Superintendent, Board, district leadership, staff, and external stakeholders
• Manages complex calendars and schedules for Superintendent and Board, prioritizing meetings and resolving conflicts
• Supports the Superintendent's staff for the purpose of providing assistance with their administrative functions
• Represents the Superintendent and Board with professionalism in all interactions
• Demonstrates flexibility, adaptability, and responsiveness in a fast-paced environment
• Takes the initiative in responding to matters of interest and concern for the purpose of providing support for the school sites, parents and community
• Coordinates special projects and/or events as directed by the Superintendent (e.g., Lead Out Loud Conference, Queen Creek Schools Education Foundation, etc.)
• Coordinates and organizes quarterly Business Partner Breakfasts
• Processes purchase orders and other financial documents as needed
• Maintains organized, secure systems for electronic and physical records
• Supports and assists Director of Public Relations in communications with staff and community
• Maintains and organizes the Superintendent's office for efficient use of time and resources
• Prepares written materials for conveying and documenting information regarding District activities and/or procedures
• Attends all Board meetings for the purpose of preparing minutes of Governing Board meetings as prescribed by law and to assist the Board
• Ensures the legal posting requirements for all Governing Board meetings for informing the public
• Maintains an excellent working relationship between the Superintendent/Board, all personnel, and the community for maintaining an efficient school district
• Provides administrative support for the Governing Board including the development of the Board agenda for ensuring accuracy and completeness of Board materials;
  Board meeting minutes;
  Board communications and/or correspondence
• Prepares all materials and preparation for Board meetings ensuring that all identified items are legally vetted as needed
• Ensures the Superintendent, Cabinet, and Board are fully informed and prepared for all Board meetings
• Assists with timely and accurate policy updates per guidance from The Trust Policy Services as needed, including review and maintenance of board policies, legal updates, and governance of documents
• Ensures compliance with federal, state, and district regulations related to Board operations
• Maintains accurate records in accordance with public records laws and district retention schedules
• Performs other job-related duties as assigned to advance district priorities

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, sit and talk or hear. The employee is frequently required to use hands and arms, stand, bend or stoop. The…