Executive Assistant to the Superintendent and Board Secretary; District Office; 1.0 FTE; Probationary

Job Title: Executive Assistant to the Superintendent & Board Secretary
Reports To: Superintendent
Pay Grade: Confidential
Work Calendar: 260 days
Salary: $29.40 - $36.77 per hour
JOB SUMMARY
Provide executive-level administrative assistance that facilitates the effective, efficient operation of the office of the Superintendent and the Board and of district services to achieve the goals of the district.

ESSENTIAL DUTIES AND RESPONSIBILITIES
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodation.

GENERAL DUTIES:

• Works a flexible schedule, including evenings and weekend hours, to attend all public meetings of the Superintendent and/or Board of Directors and serves as the recording secretary for the Board.
• Serves as Executive Assistant to the Superintendent and School Board Secretary in all matters, including preparing for, attending, and taking minutes for meetings and contract negotiations.
• Attends district bargaining strategy planning meetings and caucuses as requested.
• Relays administrative decisions, instructions, and policy information on behalf of the Superintendent.
• Maintains knowledge of and advises Board members and District leadership on pertinent regulations and legislation related to public records and open meeting laws.
• Screens and provides information to callers and visitors, including parents/guardians, teachers, administrative staff, community members, civic dignitaries, government officials, and the press.
• Produces and processes attractive, grammatically, and stylistically correct print and web documents in a timely and efficient manner; gathers information, prepares and distributes materials to appropriate persons and offices; and maintains organized records of documents.
• Provides oversight on web-based publications in coordination with Information Technology and the Webmaster. Assists with drafting and production of District and Board newsletters as needed.
• Serves as media contact, managing press releases and other communications as directed.
• Develops and implements a social media strategy to promote district initiatives, events, and achievements, fostering positive community engagement.
• Manages and updates the district’s website to ensure current, accurate, and accessible information for stakeholders.
• Monitors social media platforms, responds to inquiries, and manages the district's online reputation.
• Attends and produces minutes for various meetings, including Board, Budget Committee, and District Lead Team, documenting all action items.
• Ensures timely and accurate correspondence and responses to telephone inquiries.
• With only general oversight, drafts letters and memoranda reflecting the style and perspective of the Superintendent and/or Board.
• Correctly interprets and expresses Board and Administrative policy.
• Monitors OSBA policy revisions, suggesting priorities for Board review and facilitating the policy update process,including submission to OSBA for posting.
• Respects confidential information and exercises good judgment with courtesy, tact, and discretion in public contacts and in the disposition of problems.
• Coordinates meetings and appointments for the Superintendent and School Board as needed.
• Supports the Superintendent and Board in planning and hosting functions such as retreats, receptions, breakfasts, & dinner meetings.
• Communicates timelines for district office functions to the appropriate departments.
• Recommends procedures for improving and updating the activities of the office.
• Provides secretarial support for district-level administrators when requested.
• Manages the superintendent’s calendar and scheduling priorities.
• Reviews and responds to email received by the superintendent as requested.

SCHOOL BOARD DUTIES:

• Prepares, checks, and distributes minutes, agendas, and support materials in advance for Board/Committee review. Drafts Board news items and ensures timely posting of Board materials.
• Understands and relays expertise in all areas of board operations and related statutory and procedural compliance.
• Serves as jurisdictional contact for annual filings of school board members Oregon Governmental Ethics Commission.
• Maintains a comprehensive annual calendar of Board activities and agendas.

OTHER DUTIES AND RESPONSIBILITIES
We believe that every individual makes a significant contribution to our success. That contribution should not be
limited to assigned responsibilities. Therefore, this position description is designed to define primary duties,
qualifications, and job scope but should not limit the incumbent or organization to work identified. It is our
expectation that every employee will offer their services wherever and whenever necessary to ensure the success of
the district’s goals.

SUPERVISORY RESPONSIBILITIES
All District employees have some responsibility for supervising students and assisting in maintaining a safe
environment.

QUALIFICATIONS
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 abilities required. Reasonable
accommodations may be made to enable individuals with disabilities to perform essential functions.

• Five years of experience in a position of similar responsibility and complexity or an acceptable combination of

training and experience.

• Demonstrated ability to communicate with credibility, confidence, and confidentiality, in written and verbal form.
• Demonstrated ability to interact effectively and collaboratively with individuals or groups with diverse points of

view using creative problem-solving skills.

• Program/project management skills, including independently managing multiple projects and tracking details

while managing multiple priorities.

• Ability to independently manage multiple timelines, deadlines, complaints, processes, and regulations that may

be conflicting.

• Demonstrated ability to manage and deliver excellent customer service.
• Skilled in understanding, interpreting, and applying complex regulations, policies, and procedures.
• Skilled in using standard office equipment and productivity software.
• Skilled in researching and analyzing issues and translating information into reports.
• Skilled in working as a member of a team.
• Knowledge of, or ability to learn systems to manage social media and websites.

PHYSICAL DEMANDS
The physical demands described here 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 essential functions.
While performing the duties of this job, the employee is regularly required to communicate with others, including
understanding and being understood. While much of the work will be completed in an office environment, the
employee will need to move between buildings, visiting sites throughout the district. This position requires the use of
a variety of digital systems, software, and hardware. This position may require some travel outside the district.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those the employee encounters while
performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with
disabilities to perform essential functions.
The noise level in the work environment is usually low to moderate but occasionally high depending upon activities.
The employee is occasionally exposed to wet or humid conditions and outdoor weather conditions. Employee may be
exposed to blood-borne pathogens.

VALUES
The district is focused on eliminating systemic racism and its impact on student learning. ASD is committed to equal
opportunity and nondiscrimination in all its educational and employment activities. The district prohibits discrimination
based on race; national or ethnic origin; color; sex; religion; age; sexual orientation; gender expression or identity;
pregnancy; marital status; familial status; economic status or source of income; mental or physical disability or
perceived disability; or military service. Ashland Public Schools is an equal opportunity and affirmative action
employer.

Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable, pursuant to relevant Collective Bargaining Agreement.