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Humboldt County Office of Education: Administrative Assistant III: Educational Services

HCOE Job Description

Administrative Assistant III: Educational Services

    Classification: Confidential

    JOB SUMMARY

    Under general direction, serves as confidential assistant to the Assistant Superintendent of Educational Services. The Administrative Assistant will perform a variety and complex clerical tasks involving superior judgment, discretion, and confidentiality. Assists with completion of administrative tasks and projects often involving extensive contact with members of the public and local school district officials.

    EXAMPLES OF DUTIES AND RESPONSIBILITIES

    • Independently composes correspondence on behalf of the Assistant Superintendent of Educational Services
    • Provides collective bargaining and union communications and support
    • Review and prepare agendas, presentations and complies meeting minutes
    • Maintains job descriptions and revisions for management in the Educational Services Division
    • Researches and compiles data on assigned projects and topics, including legal research and advocacy communications for the Humboldt County Office of Education
    • Grant research and State and Federal compliance reporting
    • Maintains the appointment calendar and prepares travel for the Assistant Superintendent of Educational Services
    • Works in partnership with the Assistant Superintendent and department leaders in the Educational Services Division to further organizational improvement efforts to align services
    • Supports the administrative office with clerical duties, as needed
    • Does related work as required or assigned

    EMPLOYMENT STANDARDS

    Education, Experience, and Requirements

    • Any combination of education experience equivalent to graduation from an accredited college and/or business school, or five years of progressively responsible secretarial experience, preferably including three (3) years in an educational or executive office setting
    • Must be fingerprinted with a satisfactory DOJ records check
    • TB testing will be required upon employment
    • Must be vaccinated against COVID-19
    • May be required to obtain first aid and CPR certificates within the first 6 months of employment
    • May be required to drive for work. Must have a current CA driver’s license and proof of insurance
    • Must be able to maintain professional effectiveness and personal demeanor even during peak workflow periods and within often restrictive production time schedules
    • Must possess a high degree of competence and perform all duties with tact and courtesy

    Knowledge of:

    • Letter and report writing using appropriate style, grammar, and punctuation
    • Education organization, policies, procedures, and politics
    • Positive organizational culture
    • Knowledge of office procedures and all forms of office technology
    • Grant research, monitoring, and reporting
    • State and Federal mandates and requirements
    • Interdistrict transfer agreements
    • Student and district demographics and connectivity

    Ability to:

    •  Be sensitive and responsive and exercise mature judgment and diplomacy in dealing with complaints and concerns from members of the public
    • Demonstrate initiative and self-reliance in approaching routine/non-routine office tasks
    • Perform responsible administrative work requiring independent judgment with speed and accuracy
    • Ability to use basic calculations to create Excel worksheets
    • Interpret procedures to other departments and offices and be able to prepare new, more efficient procedures
    • Take accurate minutes of meetings and personnel hearings as necessary
    • Produce accurate written materials in proper format with efficiency
    • Prioritize and manage projects and tasks to meet deadlines
    • Coordinate conferences and meetings for large groups, including scheduling of facilities, coordinating calendars, etc.
    • Assemble complex data and information to create presentations and prepare reports
    • Use proper English with correct grammar, spelling, and punctuation
    • Maintain effective relationships with administrators, Board members, district and department personnel, other employees, government officials, and the public
    • Work flexible hours that may include occasional evenings and Saturdays

    Physical Abilities (Consideration will be given to reasonable accommodation for the following physical requirements.)

    • Sufficient vision to read printed materials;
    • Sufficient hearing to conduct in-person and telephone conversations;
    • Sufficient mobility to move about the county office and other sites as may be required;
    • Ability to speak in an understandable voice with sufficient volume to be heard in normal conversation distance, on the telephone, and to address groups of varying sizes;
    • Physical and emotional stamina to cope with sometimes-stressful situations and conditions.

    CLASS 3  |  JLB: 11.01.21

    Personnel Director

    Jenny Bowen
    Director of Personnel Services
    707-445-7039

    Administration Office

    Melissa Hodgson
    Administrative Assistant III
    707-445-7031

    Press Inquiries

    Ken Conlin
    Communications Center Manager/Public Information Officer
    707-445-7767

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