Job Description

Work Year: 12 months

Bargaining Unit: OSEA

FLSA Status: non-exempt

Salary: M range

JOB TITLE:  Assistant Superintendent Executive Assistant  

REPORTS TO:  Assistant Superintendent

FTE: 1.0 (8 hours)

START DATE: As soon as possible after hire     

GENERAL DUTIES SUMMARY:

This position provides primary executive assistance and support to the Office of the Assistant Superintendent and to the Directors of Equity & Inclusion and Secondary, College & Careers. Under the supervision of the Assistant Superintendent, this role functions as a key point of contact and serves on the Assistant Superintendent’s Mini-Cabinet. The role requires professionalism, exemplary judgment, discretion, and confidentiality.

ESSENTIAL DUTIES and RESPONSIBILITIES:

• Meeting Coordination: Schedule, organize, and attend various meetings; prepare agendas, send notices, take, transcribe, and distribute minutes; maintain appointment calendars; collect and compile information for meetings, projects, and workshops.
• Data Analysis & Reporting: Develop and maintain spreadsheets and reports to analyze instructional data; compile statistical data and prepare reports for administrators.
• Budget and Financial Oversight: Maintain departmental budgets, ensuring accuracy and compliance with federal and state requirements; process purchase requisitions and budget transfers; oversee contracts, invoices, and produce financial and statistical reports.
• Documentation & Communication: Independently draft various materials, including inter-office communications, emails, forms, contracts, legal documents, and project-related correspondence; proofread and edit for accuracy in spelling, punctuation, and grammar.
• Liaison Duties: Act as a liaison among teachers, principals, and central office administrators; communicate sensitive information to staff, students, parents, and community members while maintaining confidentiality.
• Problem Solving & Initiative: Identify and address potential issues, notify administrators of district-wide concerns, and conduct research projects as needed.
• Classified Inservice Coordination: Oversee the organization and coordination of the annual Classified Inservice.
• Decision Making: Make independent decisions within established guidelines and structure; prioritize tasks effectively for timely completion.

Marginal Duties and Responsibilities:

• Contract Management: Prepare and track individual and agency contractual agreements.
• Meeting & Training Preparation: Prepare materials and arrange rooms for trainings and meetings to ensure participant comfort.
• Record Keeping & Filing: Develop and maintain organizational filing systems for project and confidential files.
• Administrative Support: Order supplies, assist with budget monitoring, maintain personnel files, review mail, and handle emergencies or crises appropriately.
• Team Support: Assist in building and maintaining an office team to support administration and school needs; maintain a calm, professional demeanor during stressful times.
• Technical Assistance: Fill and maintain office machines such as copiers and fax machines.
• General Office Duties: Deliver messages, packages, and supplies as needed.

QUALIFICATIONS:

Minimum:

• Technical Expertise: Proficiency in computer applications, including databases and spreadsheets
• Organizational Skills: Excellent organizational abilities to manage multiple tasks and staff members.
• Communication Skills: Ability to communicate effectively and engage with diverse stakeholders.
• Problem-Solving Skills: Ability to address and resolve patron concerns.

Preferred:

• Experience in Infinite Visions
• Knowledge of Curriculum Purchasing
• Bilingual/Bi-literate Abilities (Spanish)

EDUCATION and EXPERIENCE:

• A BA from a four-year college or two years of related experience and/or training, or an equivalent combination of education and experience (5-7 years in total).
• Recent experience with network-connected software and current coursework in computer programs and secretarial skills.
• Demonstrated skills in secretarial tasks to produce professional, accurate, and well-formatted work, including reports, manuals, guides, schedules, and forms.

 WORKING CONDITIONS:

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.

EVALUATION

Performance of this job will be evaluated in accordance with the provisions in the Collective Bargaining Agreement between Tigard-Tualatin School District 23J and Oregon School Employees Association Chapter 51.

 Sitting for extended periods of time at a computer station (5-7 hours)

• Travel in-district for support
• Answering phones constantly throughout the day
• Deliver messages, packages, supplies as required
• Fill and maintain machines that include, but are not limited to, copy and fax
• Lifting and carrying light weight supplies and equipment (occurs frequently)
• Lifting and carrying medium weight supplies and equipment (occurs occasionally to seldom)
• Remarkably busy environment with frequent interruption of assignments by phones, visitors, or emergencies in a semi-open work area.

TERMS OF EMPLOYMENT

This job description is not intended to be and should not be construed as an all inclusive list of all the responsibilities, skills, or working conditions associated with the position.  While it is intended to accurately reflect the position’s activities and requirements, the administration reserves the right to modify, add or remove duties and assign duties as necessary that still reflect the essential functions of the department.

A new employee shall be allowed up to four (4) years of experience on the salary schedule, based on actual years of experience on a job of like responsibilites and skills. $28.90 per hour