Confidential Executive Assistant I | 66.9k - 82k

BASIC FUNCTION
Under administrative supervision, provide primary executive assistance and support for the Chief of Staff & Chief Financial Officer or to senior-level executive leaders reporting to and serving on the Superintendent’s Cabinet; serve as initial contact and interface on behalf of the executive; compile and prepare complex data, presentations and reports for district and public dissemination; provide expertise to the administrative support functions, staff and activities of the office, exercising professionalism, exemplary judgment, discretion and confidentiality.

REPRESENTATIVE DUTIES

The classification specification does not describe all duties performed by all incumbents within the class. This summary provides examples of typical tasks performed in this classification.

• Provide varied and complex professional executive and administrative support services to senior-level executive leaders reporting to and serving on the Superintendent’s Cabinet or to the Superintendent of Schools; organize office activities and coordinate flow of communications and public relations for the office and executive; maintain confidentiality of sensitive and privileged information; assure smooth operations of assigned office. “E”
• Research, compile and maintain a variety of information in support of executive functions; prepare documents and analyses and compute statistical information for various District, state and Federal reports. “E”
• Anticipate information needs of the executive; proactively highlight issues needing urgent attention and follow- up; manage the executive’s workflow by tracking and prioritizing tasks and projects to ensure optimal performance of the office. “E”
• Serve as executive office manager and liaison to department staff; support operational needs by communicating and coordinating internal activities, projects, programs and similar functions on behalf of the executive; organize and coordinate office operations, procedures and resources to facilitate organizational effectiveness and efficiency. “E”
• Maintain budgets and assure accounts are accurate and expenditures are in compliance with federal or State requirements; initiate purchase requisitions and budget transfers; oversee contracts and invoices; produce a variety of financial and statistical reports. “E”
• Receive visitors, including elected officials, district administrators, staff, parents and the public and provide information or direct to appropriate personnel; provide detailed and technical information concerning policies and procedures where judgment, knowledge and interpretation of procedures and regulations are required. “E”
• Demonstrate a commitment to the Portland Public Schools Equity Initiative by developing a thorough knowledge and application of the district Racial Educational Equity Policy; participate in staff development, in- services and trainings related to diversity, equity and inclusion in the workplace and in K – 12 education; model appropriate behaviors; develop, recommend and implement improvements to education and business
• Assure timely communications between assigned office, the public and District employees; initiate phone calls to receive and transmit information; answer telephones, screen and route calls; take and relay messages; serve as a resource to others concerning policies and procedures and resolve issues as appropriate. “E”
• Compose, independently or from note or rough draft, a variety of materials including inter-office communications, e-mails, requisitions, forms, letters, contracts, special projects, legal documents and other materials; create and maintain project and confidential files. “E”
• Coordinate, schedule and attend a variety of meetings; prepare and send out notices of meetings; take, transcribe and distribute minutes; maintain appointment calendars; collect and compile information for meetings, projects and workshops; prepare agenda items and back-up materials; prepare charts and statistical information as needed. “E”
• Participate in and coordinate various routine and special projects for the executive; track and monitor progress and workflow and adjust priorities to meet completion deadlines. “E”

Ability To

Office practices, procedures and equipment. Telephone techniques and etiquette.
District organization, operations, policies and objectives. Financial and statistical record-keeping techniques.
Effective customer service techniques.
Public purchasing and contracting guidelines and laws.
Existing and emerging technologies, business and web page software applications, including word processing, spreadsheet, database and presentation software.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Interpersonal skills using tact, patience and courtesy. Oral and written communication techniques.
Budgeting practices including monitoring and control, methods of collecting and organizing data and information, and business letter and report writing techniques.

Experience/Qualifications:

Three (3) years of experience in an administrative or equivalent secretarial assignment with Portland Public Schools, including demonstrated mastery of word processing, spreadsheet and presentation software.

OR

At least 3 years of experience in Administrative experience secretarial position in private industry or an external public agency is required.

Microsoft Office Suite, including demonstrated mastery of word processing, spreadsheet and presentation software, web page design and PeopleSoft or similar database software experience is required. Lead or supervisory experience and experience working in a richly diverse environment are highly desirable.
Any other combination of education and experience that would likely provide the required knowledge and abilities may be considered.

Compensation:

CEA I - 19 - $66,935 - $82,312

Job Type: Full-time

Pay: $66,932.00 - $82,312.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No nights

Education:

• High school or equivalent (Required)

Experience:

• Administrative: 4 years (Preferred)

Ability to Relocate:

• Portland, OR 97227: Relocate before starting work (Preferred)

Work Location: In person

Salary : $66,932 - $82,312