You are viewing a preview of this job. Log in or register to view more details about this job.

Executive Assistant

Willamalane Park & Recreation
Email
SALARY:

$3,766.53 - $5,083.87 Monthly
$45,198.40 - $61,006.40 Annually


JOB DESCRIPTION:
General Statement Of Duties: Manages the Office of the Superintendent and provides administrative support to Management Team. Performs a variety of administrative duties in support of the Board of Directors; works as a liaison between the Superintendent's Office and staff, and the public; does related work as required.
 
Distinguishing Features Of The Class: An employee in this classification represents the Superintendent and provides administrative support to the Superintendent and Board of Directors. Work performed requires the handling of confidential information and an overall knowledge of District operations. Work is performed under the general supervision of the District Superintendent and is reviewed primarily for efficiency, organization, effectiveness and conformance to established policy. Supervision is not a responsibility of positions in this classification.
EXAMPLES OF ESSENTIAL DUTIES PERFORMED:
(Illustrative only. Any single position of a class will not necessarily involve all of the duties listed, and many positions will involve duties that are not listed.)
  • Manage the administration function and efficiency of the Superintendent's Office.
  • Maintain the highest level of confidentiality regarding all forms of communication.
  • Manage the Superintendent page of the internal website site for employees, and posts Board information on the website ensuring information is posted in a timely and consistent manner.
  • Make arrangements and take minutes for Board meetings and other meetings (e.g., the District's Management Team and Leadership Forum, Wildish Theater, TEAM Springfield, Budget Committee, etc.) as directed.
  • Prepare and distribute agendas, minutes, resolutions, and news releases in compliance with Oregon open meeting laws.
  • Prepare and provide support and guidance, correspondence, memos, and reports from rough draft, general instruction, or self-initiation for Superintendent's Office and district-wide.
  • Schedule appointments for the Superintendent and the Board; register Superintendent and Board members for conferences and other trainings as requested.
  • Respond professionally to inquiries from other departments and the public.
  • Compile data for the preparation of the annual budget for the Board and Superintendent; review and monitor expenditures to remain within established budgetary constraints; utilize the District's accounting system to monitor budget, produce reports, and enter purchase orders.
  • Maintain a central filing system of administrative and Board records; maintain and update District's Board and Administrative Policy/Procedures Manuals; maintain and distribute all current District policies and procedures manuals for all facilities.
  • Proofread District wide documents, reports, manuals, and agreements for grammar, punctuation, and content as requested.
  • Coordinate event activities on behalf of Superintendent's Office and prepare travel arrangement for Superintendent, Board of Directors and Management Team,
  • Provide administrative support to Management Team as needed and as directed by the Superintendent; provide technical/clerical support to other staff with Office software and report publishing.
  • Represent the District at Special Events and other community based events.
DESIRABLE QUALIFICATIONS:
Knowledge: Thorough knowledge of general office practices and procedures; effective English usage and grammar; different filing systems. Considerable knowledge of the operations, organization, and policies of the District; record keeping; budgeting practices; modern personal computer applications and software associated with office operations.
 
Skills: The operation of standard office equipment including but not limited to; bookkeeping, computer/word processing, tape recorders, mail machine. Proficient skills using Microsoft Office Suite, Adobe Acrobat, web-based software, accounting software, and other software associated with office operations.
 
Abilities: An employee in this position is expected to be self-motivated and demonstrate a high level of initiative. Establish priorities and organize own workload, perform tasks in an efficient, timely and organized manner; maintain confidentiality; accurately classify, file, and retrieve materials; effective verbal and written communication; work independently; learn, interpret, and apply regulations pertaining to public records and meetings laws; compose clear and concise correspondence; accurately record and prepare minutes of meetings; deal courteously and tactfully with the public; establish and maintain an effective working relationship with staff, other departments, outside agencies and organizations, and the general public.
 
Physical Demands Of The Position: While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach, and manipulate objects.   This position is primarily sedentary. While working a district event, the duties of this position may require the employee to be outside for the entirety of the work period, thus requires the ability to work in adverse outdoor conditions and the ability to stand for 4-12 hours in a shift. The position requires mobility including the ability to move materials weighing up to 20 pounds on a regular basis such as file boxes, chairs and tables, other equipment and office supplies. This position will occasionally move materials weighing up 50lbs at District events. Manual dexterity and coordination are required over 75% of the work period while working in this position. Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to the disability and the ability of the hiring department to accommodate the limitation.
 
Experience And Training: Bachelor's Degree preferred in business administration, management, public administration or related field. Minimum requirement of high school graduation or equivalency and five years of experience in an executive assistant or administrative assistant position working with an organizational CEO, Superintendent, General Manager or equivalency. Spanish speaking and language comprehension is preferred.
 
Necessary Special Requirements: Possession of or ability to obtain a valid Oregon driver's license; safe driving record.
 
ADDITIONAL INFORMATION:
Hours/Shift: 40 hours per week.

Equal Opportunity Employer
Drug Free Workplace