Executive Secretary

Salary : $63,968.88 - $77,757.36 Annually

Location : Compton, CA

Job Type : Full-Time

Job Number : 24 / 25 - 26

Department : Business Services

Opening Date : 12 / 02 / 2024

Closing Date : 2 / 17 / 2025 11 : 59 PM Pacific

Position Details

Under direction of the Chief Administrative Officer, to perform responsible administrative staff assistant work and executive-level secretarial duties; to plan and organize, schedule and calendar activities and work flow; to coordinate communication for a complex multi-departmental division; to interpret and apply knowledge of policies, rules, regulations and procedures, programs, and organization to specific situations and issues; and to do other related work as directed.

JOB RELATIONSHIPS :

This one-position class is differentiated from the class of Administrative Secretary by the assignment to perform complex executive-level secretarial work in a multi-departmental and multi-functional division, by the assignment of varied and responsible administrative staff work, and by the assignment to act and make decisions on behalf of the Chief Administrative Office in accordance with instructions, precedent, established policies and procedures, an understanding of the programs of the division and philosophy, plans, and priorities of the Chief Administrative Officer, and good judgment. This position will have regularly assigned administrative staff assignments and special projects which are performed independently and which require initiative, the development of an in-depth understanding of specialized areas of the work, and an advanced level of computer technology skill. In addition, this position is expected to compose difficult correspondence and statistical and narrative reports for approval, to make decisions in scheduling the time of the Chief Administrative Officer, to perform work submitted to the office for conformity with policy, regulation and procedure, returning to the originator work which does not comply with established standards, and to use judgment and highly developed skill in communicating with a broad range of people. This position will participate in the employer's labor relations activities by compiling data and performing administrative support work that requires access to the employer's position on labor relations matters.

Essential Functions - Typical Duties

Organize and manage the workflow of the Chief Administrative Officer's office, assuring efficiency and quality of administrative support operations; relieve the Chief Administrative Officer of responsible administrative detail; plan, develop, improve, and implement processes to complete assigned projects and on-going operations of the division office. Coordinate work of the office with departmental offices of the division and the work of other divisions and the office of the Superintendent.

Perform specialized administrative staff work and special assignments. Collect information, statistical data and backup material; prepare and edit statistical, financial, and administrative reports for approval. Participate in meetings related to assigned projects and functions. Remain current in areas of assignments and in areas of special interest to the Chief Administrative Officer.

Assign, monitor, guide, check, correct, evaluate, and supervise the work of assigned staff of the office. Interview callers, both in person and on the telephone; screen and refer to other individuals as appropriate. Receive highly complex messages and technical reports from a variety of sources, such as attorneys auditors, department managers, etc. and transmit the information to the Chief Administrative Officer in written summary form and in oral communication. Schedule appointments and meetings of the Chief Administrative Officer. Use discretion in evaluating the relative importance of requests for appointments and make and reschedule appointments, as appropriate. Initiate calls to obtain and transmit information. Make or monitor travel and hotel arrangements.

Provide authoritative information to administrators, other employees, students, parents and the public as necessary; interpret and explain State and Federal laws and guidelines, and District policies, programs, rules, and procedures. Maintain an understanding of the programs and functions of the division and their relationship to the district / program operations as a whole. Serve as a resource to others by understanding and verbalizing the philosophy, standards, and expectations of the Chief Administrative Officer to guide others in answering questions, resolving problems, and making plans.

Plan, organize, prepare and assemble Board agenda items and reports of the office and division. Maintain follow-up files to ensure the timely placement of items on the agenda. Review Board agenda materials submitted by division staff for conformance with requirements and standards, making corrections or returning the materials to the originator, as appropriate. Give direction to staff to insure timely and accurate materials for presentation to the Board.

Prepare and distribute meeting notices and agendas; attend meetings, workshops and conferences, as assigned; prepare and distribute comprehensive business minutes and summaries of meetings. Attend and participate in division management meetings. Prepare executive reports of division management meetings. Remind departmental leaders of assignments and deadlines. Use discretion to extend deadlines. Give direction to staff on behalf of the Chief Administrative Officer to insure that urgent issues are addressed in a timely manner, that assignments are completed, and that decisions are implemented in accordance with direction given by the Chief Administrative Officer.

Serve as a resource to division administrative support personnel in the use of office automation hardware and software and in the development of office procedures. Meet periodically with division secretaries to coordinate work and standardize practices and procedures.

Compose and keyboard correspondence and reports, including that of a confidential nature, from notes, rough drafts, transcription machine tapes, or verbal instructions.

Operate computer terminals and a wide range of advanced office software including word processing, spreadsheets, graphics and desktop publishing and specialized software related to business division functions, to create and prepare documents and presentations and to access information for reports and decision making.

Monitor budget of office of Chief Administrative Officer; prepare and maintain an up-to-date record of budget expenditures and account balances for the assigned programs.

Maintain complex and confidential files and records such as records of various Federal and State projects,

personnel and labor relations.

Perform related work as assigned.

Minimum Qualifications - Education and Experience

Any combination of education, training, and experience equivalent to an Associate of Arts degree, and four years of increasingly responsible office administrative, specialized administrative support or secretarial experience. Preferred experience in an educational or public sector environment.

• Health and Welfare Plan for employees and eligible dependents. Plan includes District / Employee paid premium for health, dental, and vision.
• Paid Vacation : Vacation is prorated based on months worked per year and longevity with the District.
• Holidays : 16 days paid per fiscal year

Salary : $63,969 - $77,757