Executive Assistant I - Cherry Creek Innovation Campus

Job Title: Executive Assistant I

FLSA Exemption Status: Non-Exempt

Classification Group: Educational Office Professionals

Supervising Position: Director or designee

Pay Plan: Educational Support Personnel

Pay Range: Range 11

Last Updated: 07/16/2024

Pay Information

Benefits Information

 

JOB SUMMARY: Make administrative decisions and take action in the executive’s absence as directed. Relieve the executive director of minor administrative details. Exercise frequent independent judgment within agreed-upon limits. Schedule regular and special meetings and preparing agendas. Keep minutes of meetings. Prepare confidential correspondence and maintain classified files. Perform other high level clerical functions, including receiving visitors, scheduling appointments, and making travel arrangements. May lead other clerical employees concerning proper procedures, methods, and standards. Assignments include: Curriculum and Instruction; Elementary School Education; Equity, Culture, and Community Engagement; Fiscal Services; High School Education; Legal Services; Middle/Elementary School Education; and Operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES: The subsequent duties outline the fundamental operations of the position and exemplify the nature of the tasks carried out. They do not encompass a comprehensive inventory of the obligations and responsibilities fulfilled in this role. The approximation of frequencies and time allocation percentages are flexible and subject to the requirements of the organization. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Task Descriptions Frequency Percentage of Time

1.

Respond to telephone calls, e-mails, and faxes. Route calls, take messages, and assist personnel and the community in regard to concerns, questions, and incidents. Guide people to proper personnel, offices, and buildings. Process and prioritize incoming mail. Daily 25%

2.

Draft and/or prepare letters, memorandums, reports, labels, forms, special projects, presentations, and related materials that may be highly confidential. Produce documents of a specialized nature. Proof material for errors. May record and distribute minutes of meetings. Daily 20%

3.

Schedule appointments and maintain the calendars for the executive director and other department personnel. Use district applications to organize, plan, schedule, and coordinate meetings and facilities for the department and for related district events. Assist with the preparation of materials needed for meetings. Daily 20%

4.

Research and collect data to compile statistics and prepare regularly scheduled or special reports (e.g., Board resolutions, staffing pool, updates, special programs, assessment reports, etc.). Daily 15%

5.

Maintain and evaluate department budgets to provide updated reports. Maintain department supply inventory, place supply orders, and process purchase orders and other financial documents. May also coordinate various budgets for special district programs. Daily 15%

6.

Perform other duties as assigned or requested.

Daily 5% TOTAL 100%

REPORTING RELATIONSHIPS: This job has no direct supervisory responsibilities.

• N/A

MINIMUM QUALIFICATIONS: The minimum prerequisites of formal education, professional work experience, certifications, licenses, endorsements, designations, trainings, and other criteria that a candidate must fulfill to be considered for a position. It is essential that certifications, licenses, endorsements, designations, and trainings are fulfilled, valid, and not expired.

• Criminal background check and fingerprinting required
• High School Equivalency (HSE) diploma
• Four (4) years of administrative assistant/clerical, human resources, budget, payroll, accounting, or School Support Para-Educator experience
• Intermediate knowledge of common office application software 
• Intermediate knowledge of Microsoft Office
• Advanced knowledge of typical office equipment such as telephones, copiers, fax machines, email, etc.
• Intermediate accounting/bookkeeping skills
• Advanced organizational skills
• Advanced interpersonal relations skills
• Ability to operate common office equipment
• Ability to create, maintain, and enhance documents, presentations, and databases using various software
• Intermediate verbal and written communication skills 
• Ability to be adaptive to changing needs
• Ability to work independently and collaboratively with others
• Ability to maintain confidentiality in all aspects of the job

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS: The physical demands, mental functions, cognitive capacities, and work environment factors required to perform a position’s essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Light work strength level (lifting or carrying up to 25 pounds)
• Primarily works indoors
• Typically a quiet noise level
• Work location is subject to change to meet the requirements of the organization
• Frequent bending and reaching
• Occasional lifting, pulling, and pushing
• Occasional standing and walking
• Manual dexterity to operate a computer keyboard
• Repetitive motions
• Visual concentration and depth perception.
• Eye/hand coordination (e.g., typing, ten key)
• Speaking and hearing
• Concentrated reading/writing/mathematics
• Varying noise levels
• May occasionally be exposed to outdoor weather conditions
• Normal office environment
• Normal school district environment

DESIRED QUALIFICATIONS: Formal education, professional work experience, certifications, licenses, endorsements, designations, trainings, and other qualifications relevant to the position that are strongly preferred but not mandatory for a candidate to be considered.

• Experience working in the public sector
• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds
• Racially conscious and culturally competent with the skill, will, capacity, and knowledge to commit to a culture of continuous improvement
• Associate degree or equivalent amount of higher education
• Experience working in an educational environment