Position Summary

Under general direction, serves as confidential assistant to the Assistant Superintendent of Student Programs and Services.  The Administrative Assistant performs a variety of 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.

This position description is intended to describe the general nature and level of work being performed by the employee assigned to the position.  This description is not an exhaustive list of all duties, responsibilities, knowledge, skills, abilities and working conditions associated with the position.  Employees may be required to perform any combination of these duties.

Distinguishing Characteristics

The ideal candidate will have exceptional ability to handle complex clerical tasks with superior judgment, discretion and confidentiality.  They will excel at independently composing correspondence, reviewing and preparing agendas and presentations and compiling meeting minutes with a high level of precision.

Supervision Received and Exercised

This position is under the direct supervision of the Assistant Superintendent of Student Programs and Services.

Examples of Duties and Responsibilities

• Independently compose correspondence on behalf of the Assistant Superintendent of Student Programs and Services.
• Review and prepare agendas, presentations and compile meeting minutes.
• Maintain job descriptions and revisions for management in the Student and Programs and Services Division.
• Research and compile data on assigned projects and topics, including legal research and advocacy communications for the Humboldt County Office of Education (HCOE).
• Grant research and State and Federal compliance reporting.
• Maintain the appointment calendar and prepare travel for the Assistant Superintendent of Student Programs and Services.
• Work in partnership with the Assistant Superintendent and department leaders in the Student Programs and Services Division to further organizational involvement efforts to align services.
• Support the administrative office with clerical duties, as needed.
• Compose and update annual contracts for all Student Programs and Services staff on behalf of HCOE.
• Does related work as required or assigned.

Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

Qualifications

Education and Experience

Minimum required:

• High school diploma or equivalent.
• Any combination of education and experience equivalent to graduation from an accredited college and/or business school or five (5) years of progressively responsible secretarial experience, preferably including three (3) years in an educational or executive office setting.
• At least two (2) years of experience as an assistant, secretary or other clerical role in support of a department, division or director.
• 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.
• Student and district demographics and connectivity.

Ability to:

• Maintain professional effectiveness and personal demeanor, even during peak workflow periods and within often restrictive production time schedules.
• 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.
• 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, which may include occasional evenings and Saturdays.
• Flex communication style to multiple cultural environments.
• Maintain physical and emotional stamina to cope with sometimes stressful situations and conditions.

Working Conditions

This position will be assigned to an office setting in the County Office of Education.  The employee will be expected to work closely with other county offices, district personnel, students, families, other professional outside agencies and private partners, in person, via email and on the telephone.  This position will be assigned to occasional school site settings where multiple children, school staff and families are present.  Employee may be required to walk, stand or conduct work in outdoor educational environments where there may be loud students or staff, varied temperatures, public interaction or upset staff or students.

Physical Demands

Consideration will be given to reasonable accommodation for the following physical requirements:

• Sit, stand, walk, speak, read and hear.
• Repetitive hand and finger movements for activities such as, but not limited to, using a keyboard.
• Occasionally required to climb stairs, bend, reach with hands and arms, lift, stoop, kneel and crouch.
• May be required to drive long distances to remote areas of the county.
• May be required to lift and move equipment up to 25 pounds.

Other Requirements

• Must be fingerprinted and a satisfactory Department of Justice records check must be received by HCOE prior to employment.
• TB testing and/or risk assessment will be required upon employment.
• Must pass a pre-employment physical (if applicable).
• May be required to obtain first aid and CPR certificates within the first 6 to 12 months of employment.
• May be required to drive with or without students; some positions may require a California driver’s license, proof of insurance and possible participation in the DMV PUll Notice Program once employed. Must have a current CA drivers license and proof of insurance.

CLASS 3  |  Adapted: KC 10/2/2023