Executive Assistant - Confidential (2026/2027) 1.0 FTE #1248

Executive Assistant - Confidential

BASIC FUNCTION:

The job of Executive Assistant – Confidential was established for the purpose/s of providing administrative and secretarial support to the Director of Human Resources by planning, coordinating and participating in activities of assigned personnel; monitoring assigned activities; and providing information, recommendations and/or direction as requested by assigned administrator. This job is distinguished from similar jobs by the following characteristics: The Executive Assistant –District works directly with the administrative staff support, specific staff, community members, Board of Education members and/or parents. This job reports to the Program Director.

REPRESENTATIVE DUTIES

• Actively researches and responds to questions, complaints and inquiries posed by a variety of internal and external parties (e.g. District policy, program direction, procedures, and objectives, etc.) for the purpose of providing information, resolving issues, addressing needs and/or facilitating communication among parties.
• Compiles and maintains data from a variety of sources (e.g. work orders, budget reports, specialized reports, personnel records, etc.) for the purpose of complying with fiscal, legal and/or administrative requirements.
• Compiles, composes, processes, and prioritizes a wide variety of complex, time specific and confidential files and records to support administrative or educational activities (e.g. budget data, curriculum inventory, financial records, student expulsion reports, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and State and Federal legal requirements.
• Coordinates and prioritizes workflow within office staff and other departments within the operational unit and in conjunction with other units and agencies for the purpose of ensuring the efficient operation of the department.
• Coordinates and participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, providing agendas, recording minutes, and supporting the needs of the school sites, District office, Board members and other attendees.
• Coordinates a variety of District-wide special projects, activities and/or program components (e.g. staff development, student registration, in-service events, etc.) for the purpose of completing activities and/or delivering services in an efficient and timely fashion.
• Develops, maintains, monitors, and reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.
• Maintains appointments, schedules and detailed calendars for the purpose of efficient and timely scheduling of assigned Director and/or other District staff.
• Monitors a variety of activities on behalf of assigned Director (e.g. account balances, work order status, etc.) for the purpose of achieving goals and meeting target dates.
• Prepares a variety of complex and confidential documents (e.g. Board items, manuals, final reports, contracts, reports, etc.) for the purpose of communicating information to the Board of Trustees, Superintendent, Cabinet, District personnel, other school districts, the public and community ensuring accuracy, completeness and compliance.
• Processes confidential, non-confidential, and legal documents and materials (e.g. student services, work orders, requisitions, state legal documents, budget transfers, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

SKILLS, KNOWLEDGE AND ABILITIES

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; and preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percentages, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; concepts of grammar and punctuation; and office practices and procedures.

ABILITY is required to schedule a number of activities, meetings, and/or events; often gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; setting priorities; being attentive to detail; establishing and maintaining effective working relationships; working as part of a team or as an individual; and working with frequent interruptions.

RESPONSIBILITIES: Works under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

MINIMUM QUALIFICATIONS

EXPERIENCE: Job related experience with increasing levels of responsibilities is preferred.

EDUCATION: High school diploma or equivalent.

EQUIVALENCY: A combination of education, training, and/or job experience necessary to perform the essential functions of the job.

REQUIRED TESTING: Pre-employment Proficiency Test may be required.

CLEARANCES: Meet employment requirements as applicable with state, federal, local laws and Board Policy.

TERMS OF EMPLOYMENT

• 12 month position
• Benefits: Medical, Dental, and Vision Benefits are provided by the District in accordance with current contract language between CSEA and Livermore Valley Joint Unified School District

SALARY RANGE: CM/C salary schedule, Level 12

CM/C Salary Schedule 7.26

FLSA STATUS: Exempt

WORK ENVIRONMENT: The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 60% sitting, 15% walking, and 25% standing. This job is performed in a generally clean and healthy environment.