DISTINGUISHING FEATURES OF THE CLASS: Under direct supervision of the Assistant Superintendent for Business, Operations and Human Resources, the incumbent performs various confidential executive assistant tasks to relieve the Assistant Superintendent for Business, Operations and Human Resources of administrative details and assist in the efficient operation of the department(s).  Work involves performing administrative support tasks such as assisting in budget and long-range planning, employee negotiations, risk management, database and website maintenance and personnel management.  Additional duties include but are not limited to preparation and research related to the development of Board Resolutions and Board Policies, preparation of state reports, and preliminary research to assist the Assistant Superintendent for Business, Operations and Human Resources in the preparation of reports relevant to department(s) operations.  There is considerable contact with the Board Trustees, the public, parents, students, public officials, administrators, district personnel, and other school districts.  The Incumbent must exercise independent judgment and discretion in providing effective administrative support.  Supervision may be exercised over support staff.  Does related work as required.

TYPICAL WORK ACTIVITIES: (Illustrative only)

• Performs all executive assistant tasks for the Assistant Superintendent for Business, Operations and Human Resources, including but not limited to preparing confidential correspondence, reports, spreadsheets, and scheduling appointments and meetings etc. 
• Manages manual and digital files; 
• Directs complaints to the appropriate party;
• Transcribes, edits, and proofreads confidential correspondence, reports, statistical information and minutes of meetings; 
• Prepares meeting agendas using automated systems equipment and various software applications;
• Makes appointments, arranges conferences and meetings, and manages the calendar for the Assistant Superintendent for Business, Operations and Human Resources;
• Compiles data and summarizes a variety of information for reports, special projects, and studies for the Assistant Superintendent for Business, Operations and Human Resources;
• Responds to routine inquiries independently and refers specific inquiries to appropriate staff member;
• Prepares communications and maintains accurate records for personnel files;
• Oversees and manages all aspects of personnel for staff, including but not limited to: post/canvass positions, prepare personnel matters for inclusion in monthly Board of Education meeting agenda, maintains records of employment status, tracks grievances, assists in negotiation preparations;
• Manages bimonthly payroll processing, ensuring compliance with tax laws, garnishment requirements, union contracts and school district policy; 
• Performs minor accounting duties regarding the bimonthly payroll process, including but not limited to salary increases, health insurance contributions, tax withholdings, deductions, etc.; 
• Uses computer applications or other automated systems such as spreadsheets, word processing, calendar, e-mail and database software in prioritizing and performing work assignments;
• Performs a variety of related activities as required.

Typical Work Activities are intended only as illustrations of possible types of work that might be appropriately assigned to an incumbent of this title. Work activities that do not appear above are not excluded as appropriate work assignments, as long as they can be reasonably understood to be within the logical limits of the job.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS: Thorough knowledge of the responsibilities of a confidential executive assistant; thorough knowledge of the principles and practices of business, operations and human resources office administration and terminology, procedures and equipment; ability to handle administrative details independently; ability to compose and edit letters and memoranda; ability to assemble material and communicate effectively both orally and in writing; ability to establish and maintain an effective working relationship with professional staff as well as the general public; ability to read, write, speak, understand and communicate in English sufficiently to perform the essential duties of the position; ability to use computer applications such as spreadsheets, word processing, presentations, e-mail, database and financial software; strong time-management and prioritization skills, ability to understand and carry out complex oral and written directions; initiative; poise; tact; courtesy; sound judgment; high degree of discretion in handling confidential matters; neat personal appearance physical condition commensurate with the requirements of the position.

MINIMUM QUALIFICATIONS:  Either

1. Bachelor’s Degree, and two (2) years of work experience where the primary function is performing executive assistant work using automated systems to produce correspondence, spreadsheets and other document formats, one (1) year of which must have been in the processing of personnel transactions, employee benefits transactions, and/or payroll records; or
2. Associate’s Degree, and four (4) years of work experience where the primary function is performing executive assistant work using automated systems to produce correspondence, spreadsheets and other document formats, one (1) year of which must have been in the processing of personnel transactions, employee benefits transactions, and/or payroll records 

PLEASE NOTE: Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education.

SPECIAL REQUIREMENT:  In accordance with the Safe Schools Against Violence in Education (SAVE) legislation, Chapter 180 of the Laws of 2000, and by the Regulations of the Commissioner of Education, candidates for appointment in school districts must obtain clearance for employment from the State Education Department prior to employment based upon a fingerprint and criminal history background check.

10/25;

Competitive Class 

Pending Jurisdictional Classification (Carmel Schools)