Performs administrative support duties of varied complexity in support of the functions of the assigned division Assistant or Deputy Superintendent; receives and responds to telephone calls, e-mail correspondence, and in-person visitors with wide ranging inquiries and complaints that require exceedingly sound use of judgment to formulate tactful, sensitive and informative responses, as appropriate; provides general and technical information and assistance that requires knowledge, interpretation and application of various policies, rules, regulations and procedures governing district activities and operations; determines nature and urgency of matters and exercises judgment in referring persons to the Superintendent or other appropriate District personnel.
Provides direct support to the Assistant or Deputy Superintendent to relieve one of administrative details insofar as possible, including coordinating meetings between district staff, various stakeholders, vendors, consultants, District and local governance committees; scheduling and managing the appointment calendar in Microsoft Outlook; preparing and distributing meeting agenda and notes, as necessary; making arrangements for conference registration and travel, and completing the necessary purchase requisitions and reimbursements for travel.
Coordinates activities and meetings with multiple departments, the public, and outside agencies; prepares and assembles meeting agenda items and materials; takes, transcribes, and distributes meeting minutes.
Designs, organizes and maintains forms, records, reports, files and logs to support technical work processes in areas of assigned responsibility; designs, develops and maintains spreadsheets, including charts, graphs, tables, and flowcharts in order to enable data interpretation and manipulation for administrative decision making purposes;
Independently or in accordance with general instructions researches and assembles information from a variety of sources for the completion of specialized forms, technical reports and Board of Education agenda reports, legal documents, purchasing, professional services or educational programming related contracts, varied letters and memoranda; copies, compiles and distributes contracts, reports, documents and other materials.
Researches and compiles quantitative and qualitative data for presentation and analysis that may require the use of multiple sources of information, extraction and formatting of data from the district's student information system using queries, or other publicly available databases; develops documents for surveys and collaboration using different technology platforms such as Google docs, survey monkey, interactive PDF forms; may utilize legal case law database systems for the purpose of obtaining information on legal precedents pertinent to administrative decisions and considerations; may develop complex presentation materials using presentation software from drafts or oral instructions.
Assists in maintaining official Board policies and monitoring new laws and legal requirement affecting the district for incorporation into policy, including reviewing CSBA updates on a quarterly basis, revising, drafting and editing policies as assigned; and assuring appropriate review by administrators who have jurisdiction over policy areas; processes for first reading and adoption by the Board.
Completes forms, legal documents and records within the scope of work ensuring accuracy, completeness and conformance to applicable policies, procedures, rules and regulations.
Establishes methodical systems of office organization, including electronic filing and document storage, ensuring document security, especially as it pertains to confidential student and personnel files; researches and adheres to legal mandates pertaining to document storage.
Maintains assigned budget records and files; monitors budgets and review expenditures; gathers and compiles information required by the Assistant or Deputy Superintendent for budget development.
Performs event logistical planning, coordinates and makes arrangements for workshops, meetings, trainings, conferences and other events at the District and off site; secures event locations; arranges room and equipment setup/cleanup and catering/refreshments; designs and prepares agenda, name badges, certificates and evaluations; prepares or orders and assembles materials, handouts, binders or packets.
Reviews and accesses confidential information that contributes significantly to the development of management positions with respect to employer-employee relations; assist in the preparation of materials that develop or present management positions with respect to employer-employee relations. [Government Code 3513]
May assist in assembling and preparing the annual department budget and contracts; monitor expenditures against budget; prepare purchase requisitions and requests for payment.
Monitors and updates the district website to ensure data and information presented is up-to-date and easy to comprehend.
Provides training, work direction, and guidance to clerical or other department personnel as assigned
Perform other job-related duties as assigned.
