Executive Administrative Assistant to Superintendent Job Vacancy in Poudre School District Fort Collins, CO 80521 – Latest Jobs in Fort Collins, CO 80521

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Company Name : Poudre School District
Location : Fort Collins, CO 80521
Position : Executive Administrative Assistant to Superintendent

Job Description : Responsible for ensuring the smooth operation of District business by providing executive support and assistance to the Superintendent and the Board of Education (BOE); oversee the daily business functions related to the duties of the Superintendent and BOE. Facilitate communication of Superintendent, BOE, Legal and Policy Counsel, and Superintendent’s Cabinet to staff and the public. Field parent, staff, and community questions and concerns; resolve or refer issues for resolution; make some decisions on behalf of Superintendent. Administer budgets, plan, prepare and create and distribute reports, presentations, memos, letters, agendas, and minutes, including confidential materials. Maintain and coordinate Superintendent calendar. Schedule and arrange travel, meetings, trainings, and events for the Superintendent and the Board of Education. ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Description of Job Tasks Frequency % of Time Daily = D On an annual
Weekly = W basis, e.g. 10 Monthly = M hours of a 40 Quarterly = Q hour work week = 10/40 Annually = A = 25%
1. Serve as a clearinghouse for a wide variety of correspondence that is directed to Poudre School District, the office of the Superintendent and BOE including requests for information from vendors, constituents, and PSD staff. Prioritize incoming information, troubleshoot, problem solve, resolve issues/concerns, and use independent decision making to respond on behalf of the Superintendent and BOE. Determine which situations need to be elevated to the D 30% Superintendent, BOE or appropriate team member. Ensure the Superintendent, BOE, Legal and Policy Counsel and other appropriate staff and Cabinet members are informed and up to date on important District matters. Prepare and convey information at the request of the Superintendent, maintain confidentiality and serve as a liaison.
2. Manage the Superintendent’s calendar. Arrange Superintendent and BOE meetings, events, retreats, seminars, and conferences including registration and travel. Coordinate internal District meetings with Cabinet, Leadership, BOE and other internal personnel including staff D 30% forums and listening sessions. Coordinate external District meetings with community members and other agencies including educational and governmental entities.
3. Prepare recognition and response letters and other correspondence on behalf of the BOE and Superintendent. Research, collect and compile data, prepare reports, presentations, and other D 10% materials for Superintendent, BOE, Legal and Policy Counsel and Cabinet.
4. Attend work and arrive in a timely manner. D 1% 5. Prepare materials for all Superintendent and some BOE meetings including meeting agendas,
reports, presentations, and handouts; coordinate, review, compile and disseminate meeting resources. Create and review meeting minutes and action items and maintain accurate and W 10%
current records. Supervise, oversee, and delegate tasks to the Secretary to the BOE. 6. Reconcile and monitor BOE and Superintendent budgets and purchasing cards. Analyze prior
and current year expenditures and estimate carry over to provide forecasting and budget recommendations for upcoming fiscal year. Authorize, purchase, and pay expenditures for M 10%
Superintendent and BOE office as well as for the Johannsen Support Services building.
2407 LaPorte Avenue, Fort Collins, CO 80521 • phone: (970) 490-3488 web: www.psdschools.org

7. Provide critical support to Crisis Response Team during crisis situations. Open the building
and set up necessary technology. Procure and maintain resources for the Crisis Response Team. Research, provide, and record information; provide real time minutes and act as a liaison to BOE, keeping them up to date. Represent the Superintendent and BOE in their absence M 5%
during crisis events and make decisions on their behalf in collaboration with other District leadership. Maintain response files and documentation as deemed necessary.
8. Perform other duties as assigned. Ongoing 4% TOTAL= 100%
EDUCATION AND RELATED WORK EXPERIENCE:

High school diploma or equivalent plus advanced courses in business, technical or vocational school equaling two years of
college required.

Associates degree in business administration or related field preferred.
More than five years of office management or executive administrative assistant experience with progressive experience

include a high degree of public contact required.

Office support experience within a school district preferred.

LICENSES, REGISTRATIONS or CERTIFICATIONS:

Criminal background check required for hire

TECHNICAL SKILLS, KNOWLEDGE & ABILITIES:

Oral and written communication skills including proficient grammar, spelling, punctuation, and proofreading
Excellent interpersonal relations skills
Budget and accounting skills
Excellent customer service and public relations skills
Critical thinking and problem-solving skills
Ability to maintain confidentiality in all aspects of the job
Ability to manage multiple priorities
Ability to manage multiple tasks with frequent interruptions
Ability to diffuse and manage volatile and stressful situations
Ability to be a part of/work with a team
Ability to evaluate situations and make recommendations
Ability to maintain web pages
Ability to provide basic technology support for devices such as cell phones, tablets, and laptops
Ability to provide professional and effective skills for communicating orally and in writing with every level of district

personnel, citizens, students, and other agencies

Ability to initiate, organize and set priorities, meet deadlines, exercise sound judgment, problem solve, work independently, and

possess high standards of accuracy and dependability

Knowledge of district and BOE policies, procedures, and regulations, including the Policy Governance model
Ability and willingness to work outside of normal office hours as needed to perform the duties of the job
Ability to maintain honesty and integrity in all aspects of the job
Ability and willingness to adhere to attendance requirements, including regular and punctual employee presence
Ability to promote and follow Board of Education policies, district policies and building and department procedures
Ability to communicate, interact and work effectively and cooperatively with people from diverse ethnic and

educational backgrounds

Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate

safety equipment and report unsafe conditions to the appropriate administrator
32201 – Exec Admin Asst to Supt

MATERIALS AND EQUIPMENT OPERATING KNOWLEDGE:

Operating knowledge of and experience with personal computers and peripherals
Operating knowledge of and experience with Microsoft Word, Excel, PowerPoint, Outlook, and the ability to learn other

software packages as needed

Operating knowledge of and experience with typical office equipment, such as telephones, copier, printer, scanner, label maker,

fax machine, E-mail, etc. REPORTING RELATIONSHIPS & DIRECTION/GUIDANCE:
POSITION TITLE # of EMPLOYEES Direct reports: Assistant Secretary to the BOE 1
PHYSICAL REQUIREMENTS & WORKING CONDITIONS: The physical demands, work environment factors and mental functions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
PHYSICAL ACTIVITIES: Amount of Time None Under 1/3 1/3 to 2/3 Over 2/3 Stand X Walk X Sit X Use hands to finger, handle or feed X Reach with hands and arms X Climb or balance X Stoop, kneel, crouch, or crawl X Talk X Hear X Taste X Smell X
WEIGHT and FORCE DEMANDS: Amount of Time None Under 1/3 1/3 to 2/3 Over 2/3 Up to 10 pounds X Up to 25 pounds X Up to 50 pounds X Up to 100 pounds X More than 100 pounds X
MENTAL FUNCTIONS: Amount of Time None Under 1/3 1/3 to 2/3 Over 2/3 Compare X Analyze X Communicate X Copy X Coordinate X Instruct X Compute X Synthesize X Evaluate X Interpersonal Skills X Compile X Negotiate X

32201 – Exec Admin Asst to Supt

WORK ENVIRONMENT: Amount of Time None Under 1/3 1/3 to 2/3 Over 2/3 Wet or humid conditions (non-weather) X Work near moving mechanical parts X Work in high, precarious places X Fumes or airborne particles X Toxic or caustic chemicals X Outdoor weather conditions X Extreme cold (non-weather) X Extreme heat (non-weather) X Risk of electrical shock X Work with explosives X Risk of radiation X Vibration X
VISION DEMANDS: Required No special vision requirements. Close vision (clear vision at 20 inches or less) X Distance vision (clear vision at 20 feet or more) X Color vision (ability to identify and distinguish colors) X Peripheral vision X Depth perception X Ability to adjust focus X
NOISE LEVEL: Exposure Level Very quiet Quiet Moderate X Loud Very Loud

32201 – Exec Admin Asst to Supt

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