Executive Assistant School Board

Position Type:
Administration/Executive Assistant School Board
Date Posted:
12/13/2023
Location:
SUPERINTENDENT
Bargaining Unit: Exempt
Work Year: 12 months
WorkDay: 8 hours per day
FTE: Full time, 1.0 FTE
Salary: $81,000 - $81,500, DOE
Job Summary
The School BoardExecutive Assistant supports the Anchorage School Board. The Executive Assistant maintains budgets and calendars, transcribes board meetings, creates correspondence, makes travel arrangements, and provides other administrative support for School Board members. The schedule for this position varies based upon position responsibilities and Anchorage School Board meeting schedules. The position has a retirement association with the Public Employees' Retirement System (PERS).
Job requirements
The following are required:

1. A high school diploma or equivalent.
2. Four years of progressively responsible secretarial experience.
3. Experience in a medium to large public school system or governmental agency.
4. Ability to work evenings a minimum of three times per month.

The following are preferred:

1. Proficiency in a variety of computer applications, including but not limited to Microsoft Excel, Word, Outlook calendar, Google Suite, Board Docs, database programs, and other standard office software and equipment.
2. Excellent proofreading and formatting skills.
3. Initiative and ability to prioritize a work schedule and perform under pressure.
4. Working knowledge of Robert's Rules of Order.
5. Prior experience in transcribing minutes.
6. Ability to work independently, keep accurate records, and complete assignments independently.
7. Ability to maintain confidentiality in a busy office environment.
8. Clear and professional oral and written communication skills, including clear articulation when scheduling appointments and receiving and screening visitors.
9. Ability to establish and maintain productive working relationships with the Anchorage School Board members, all levels of the organization, and the public.

Essential Job Functions

1. Prepares and maintains the Anchorage School Board calendar.
2. Oversees BoardDocs access and approval trees and assists the board and ASD staff as necessary.
3. Prepares packets for all School Board meetings in paper and electronic format.
4. Facilitates electronic voting, amendments, and timer at board meetings.
5. Coordinates public engagement.
6. Organizes and facilitates unexpected heavy volumes of work.
7. Arranges food for School Board meetings as needed.
8. Attends, records, and transcribes minutes of School Board meetings on a timely basis.
9. Maintains School Board meeting schedule and prepares draft agendas.
10. Initiates correspondence for School Board members.
11. Makes all travel arrangements for School Board members for attendance at local, state, and national conferences.
12. Arranges travel and facilitates contracts for board trainings as needed.
13. Maintains, communicates, and applies Anchorage School District policies, rules, and procedures.
14. Works closely with the superintendent's Executive Assistant and staff in the superintendent's suite.
15. Coordinates with the municipal clerk for joint assembly/School Board meetings.
16. Monitors and maintains the School Board budget and purchasing cards (p-cards).
17. Performs other duties as assigned.

Physical /Mental Demands
The physical demands of this job require frequent standing, walking, sitting, speaking and hearing. Specific visual abilities are also required. The employee is regularly required to reach with his/her hands and arms and occasionally lift items weighing less than 40 lbs. Additionally, the employee must be able to understand vague and implicit instructions, be able to readily recall facts and details, handle conflict and make effective decisions under pressure. The employee must have the ability to effectively manage the stress of working with students, parents, and other employees representing diverse cultures, personalities, and work styles in a dynamic work environment.
The Anchorage School District is committed to providing reasonable accommodations, according to applicable state and federal laws, to all individuals with a qualified physical or mental disability.
Work Environment
Work is performed in a professional environment with a wide variety of individuals having differing functions, personalities and abilities, including working with diverse groups of people in a variety of different settings.
While performing the duties of this job the employee may be regularly exposed to a video display. The employee may be exposed to outdoor weather conditions. The noise level in the work environment is usually moderate.
Additional Job Information
This job description in no way states or implies that these are the only duties to be performed by the employee(s) in this position. Employees will be required to follow any other job-related instructions and to perform any other job related duties as requested by any person authorized to give instructions or assignments.
Anchorage School District (ASD) employees must possess the ability to read and write in English. This also includes the ability to communicate in English with school staff, co-workers, and the public; as well as have the ability to comprehend and carry out oral and written directions and understand and follow English instructions and written documents.
Offers of employment are contingent upon completion of a satisfactory criminal background check. For certificated positions, this is in addition to the background check conducted through the certification process with the Alaska State Department of Education and Early Development (DEED).
This position may be required to work in ASD facilities on the military installations (JBER). Please visit the government REAL ID website for additional information.
The Anchorage School District is an equal employment opportunity employer.