What are the responsibilities and job description for the Human Resources - Executive Administrative Assistant position at Seattle Public Schools?
This position is open until filled.
This position's responsibilities are to serve as a staff assistant to the cabinet level officer to the Superintendent or in some cases, to the Board of Directors.
Manages office operations and serves as a liaison and a representative of the cabinet level officer/senior leader. Coordinates and oversees a variety of activities and projects and may supervise subordinate support staff.
The Executive Administrative Assistants are top-level assistants, assigned to the Superintendent's cabinet level officers, or in some cases, to the Board of Directors. Positions in this class conduct research and coordinate data/information collection for special assignments; coordinate, prepare and monitor financial transactions and participate or take the lead in various personnel related activities; direct and coordinate special projects; and supervise and manage office operations, including supervision of administrative assistants, as applicable. In addition, this position interprets and applies policies and procedures and uses discretion and independent judgment to make decisions about day-to-day operations, crisis resolution, and management of multiple tasks, activities, and projects.
- Manages day-to-day operations for cabinet level officers/senior leaders or in some cases, the Board Office; develops, coordinates, and oversees office functions, including management of senior leadership schedules.
- Acts as key point of contact for the office, coordinates and assigns work schedules of subordinate staff; may act as a project lead or project team member.
- Oversees timelines for the senior leader to include collaborating on workflow with other District offices and staff.
- Develops and implements office procedures as needed to ensure a professional office atmosphere.
- Analyzes and makes improvements to office operations; involves appropriate staff in developing proposals and recommending solutions to the senior leader/chief officer.
- Works with Budget unit staff to monitor budget expenditures and in establishment of budget accounts and or staff lines for positions and purchases for area of assignment.
- Initiates and monitors contracting agreements with outside vendors and consultants to ensure proper contracting guidelines are met.
- Assists in updating content on the department's internal and external websites.
- Provides assistance to ensure relevant and accurate information is posted on district web sites.
- Assists with regular staff, parent, and community communication pieces including the Principal Communicator, News Brief, Friday Updates to the Board, and SPS in the News.
- Proofreads and edits materials from the Division for completeness, accuracy of content, and comprehensibility to the public.
- Supports onboarding activities of new Division staff as they learn district protocols; assures smooth transitions for both incoming and outgoing managers and staff.
- Conducts research, analysis, and prepares presentation materials and information to assist the executive officer in preparing for Board activities and meetings with staff and/or public agencies, officials, etc.
- Monitors legislative and compliance activities and analyzes operational impacts.
- Assists in developing administrative regulations, policies and procedures.
- Assumes delegated authority to ensure implementation of and compliance with new regulations, policies, and procedures.
- Responds to questions and provides interpretations, as requested.
- Serves as a resource to senior leadership and staff and assists with problem resolution, as requested.
- Facilitates the organization and activities of special task forces and ad hoc groups, as assigned.
- Coordinates organization and maintenance of executive office files and records.
- Compiles and organizes information and materials for meetings and management decision-making.
- Ensures the confidentiality and integrity of information.
- Supports the Board/Board Operations Committee on behalf of the district.
- Prepares and assembles agendas, communication with staff, board members, and members of the public.
- Attends committee meetings and related work sessions and prepares public documentation of the work of the board.
- Serves as liaison between the cabinet level officer and key district managers and other staff, external agencies and officials, and the public.
- Serves as the senior leader's representative, to communicate directives and decisions to staff.
- Interprets and explains operational policies and procedures to staff and public
- Provides a variety of information to respond to requests made to the Division/Department.
- Coordinates general requests for information with other designated departments/offices in the District.
- Coordinates and monitors completion of special assignments, as needed.
- Analyzes, processes, and prepares reports, orders, legal documents, contracts and other materials, as needed.
- Monitors flow of reports and information to ensure compliance with established deadlines and to finalize special projects.
- Coordinates, prepares and/or works with appropriate staff to submit financial transactions and required documents to initiate hiring processes.
- Responds to personnel problems to ensure efficient financial and personnel operations of the department, may participate in interview/selection committees, screen applicant's paperwork and coordinate new hire orientations with the Human Resources Department.
- Monitors e-mail and regular mail appeals, schedules hearings.
- Maintains familiarity with applicable laws and regulations.
- Coordinates with staff and contractors, hearing examiners, and outside counsel.
- Works with Budget Office staff to develop budget projections and cost estimations.
- Maintains budget, financial status data, and reports.
- Develops, prepares, and coordinates fiscal transactions; may compile statistical information and data for estimations and reports.
- Attends or participates in meetings to accomplish the objectives of the office
- Participates in professional development activities for professional achievement.
- Coordinates or supervises special projects and activities.
- May perform related duties consistent with the scope and intent of the position.
Organizational Agility
Knowledgeable about how organizations work; gets things done both through formal and informal channels; effectively maneuvers through complex political situations
- Understands the interests, motivations, and agendas of others.
- Uses the "informal" channels to get things done without creating problems with the "formal" channels.
- Demonstrates an understanding and consideration of how actions may impact stakeholders.
- Makes comments that move the group or situations toward a productive outcome.
Is able to write clearly and succinctly in a variety of communication settings and styles; can get messages across that instigate appropriate actions.
- Organizes and presents information in writing in a clear and convincing manner.
- Uses appropriate writing style and tailors writing to meet the needs of the audience.
- Uses correct spelling, grammar and punctuation.
Spends time and the time of others on what's important; focuses on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal.
- Spends own and other's time on what's most important.
- Focuses on the critical few and puts the trivial many aside.
- Ensures that each individual and the department develop goals and a plan that fulfills the organization's.
Collaboration
Develops cooperation and teamwork while participating in a group, working toward solutions which generally benefit all involved parties.
- Is seen as a team player who encourages efficient and effective collaborations.
- Works skillfully in difficult situations with both internal and external groups.
- Represents his/her own interests while being open-minded to other groups.
- Builds respectful and productive relationships internally and externally.
Performs work with energy and drive; values planning, but will take quick, decisive action when an opportunity presents itself.
- Demonstrates a strong sense of urgency about solving problems and getting work done.
- Focuses on achieving the goal even in the face of obstacles.
- Assumes responsibility for starting and finishing work with minimal supervision.
- Strives for new levels of performance.
Uses analysis, wisdom, experience and logical methods to make good decisions and solve difficult problems with effective solutions; appropriately incorporates multiple inputs to establish shared ownership and effective action.
- Weighs the consequences of options before making a decision.
- Applies appropriate criteria to situations for the purpose of making decisions.
- Displays self-confidence in own judgment.
- Focuses in the facts and solutions instead of opinions and problems.
Is widely trusted; is seen as a direct, truthful individual; presents truthful information in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn't misrepresent him/herself for personal gain.
- Deals with people and situations in an honest and forthright manner.
- Represents information and data accurately and completely.
- Represents the confidentiality of information and concerns shared by others.
- Takes ownership if a mistake is their own and does not blame others.
Holds self and others accountable for measurable high-quality, timely and cost-effective results; determines objectives, sets priorities and delegates work; accepts responsibility for mistakes; complies with established control systems and rules.
- Takes responsibility and action as if the risks (financial or otherwise) are his or her own.
- Holds individuals and team accountable for their actions and results.
- Initiates action even if outcome is uncertain and is willing to accept the consequences of failure.
- Aligns own activities and priorities to meet broader organizational needs.
- Demonstrates courage and confidence in his or her own ability.
Knowledge of:
- Organization hierarchy structures within a large organization
- Office and time management practices and techniques
- Team building and collaborative problem-solving methods
- Budget development
- Hiring and screening principles
- Research techniques
- Oral and written communications
- Computer software, including advanced working knowledge: of Dreamweaver, Adobe Suite, Visio and Acrobat Pro used for office operations, web posting, database management, spreadsheets, and word processing
- Formatting and presenting information in writing
- Organizing and managing a busy office
- Customer service and public relations
- Listening, planning, and scheduling
- Prioritize work and effectively represent the District
- Maintain confidentiality and integrity of information
- Analyze data and conduct research for reports and projects
- Make conference and travel arrangements
- Defuse and resolve problems
- Coordinate tasks with others and follow-through on status reports
- Work under pressure and deadlines
- Remain flexible and adapt to changing hours and situations
- Provide training and assistance to staff and team members
- Take individual initiative; accept responsibility and be held accountable
- Coordinate multiple activities simultaneously
- Follow-through with financial and staffing processes
- Establish and maintain effective working relationships with District staff and administrators, students, parents/guardians, outside agencies and the public in a multicultural community
- Excellent listening skills.
- Required to communicate clearly with diverse audiences and must have
A typical way to obtain the knowledge and abilities would be:
Three (3) years of increasing responsibility in administrative support work; experience serving an executive within a large public or private organization; which includes office management, coordinating and delegating tasks, resolving problems, interpreting and applying policies and procedures; Bachelor's degree in business/public administration, communications or related field; or an equivalent combination of education and experience.
Any equivalent combination of education, experience and training that provides the required knowledge, skills and abilities to perform the work will be considered.
CLEARANCES:
Criminal Justice fingerprinting and background check.
Salary : $72,758 - $93,413
