Job: Exec Assist I-Teaching & Learning

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Posted: 06/27/2017

Job Reference #: 2017-2361

Job Description


Job Number:2017-2361

Exec Assist I-Teaching & Learning
ERAC-Teaching, Learning & Leadership

FTE: 0.000
Hours Per Day: 8.00
Position Type: Continuing

Start Time:
End Time:

Salary: $26.91 - $29.34

Closing Date: Open Until Filled - To be considered for this position, please submit a
completed online application and upload required documents on or before
this date.

Additional Information:

JOB TITLE: EXECUTIVE ASSISTANT to INSTRUCTIONAL LEADERSHIP EXECUTIVE DIRECTOR

GROUP: Executive Assistant (Non-represented) LEVEL: Exec Assist I

FLSA STATUS
: Non-exempt



WORK DAYS PER FISCAL YEAR
: 247 HOLIDAYS: 13

SUMMARY: This position provides secretarial support to the Executive Directors for Teaching and Learning.
Responsibilities include typing a variety of correspondence and reports, answering and placing telephone calls,
making travel and meeting arrangements, and processing forms for division staff.

CONTEXT AND MISSION: Highline Public Schools serves approximately 19,000 students in the communities of
Burien, Des Moines, Normandy Park, SeaTac, Boulevard Park and White Center in Washington State. Starting in
the fall of 2012, the Highline community came together to develop a four-year strategic plan outlining the
community’s bold goals and big dreams for its children. The plan’s promise is that every student in Highline
Public Schools is known by name, strength, and need, and graduates prepared for college, career, and citizenship.

The collective commitment embodied in the plan is grounded in the community’s deep belief that Highline
students are capable of reaching the plan’s ambitious goals and is driven by students’ aspirations for their future.

The instructional vision articulated in the plan is organized around Four Pillars that guide professional and
organizational practices:

* Equitable access to rigorous, standards-based instruction. High-quality instruction for all students.
* Results-focused professional learning and collaboration. Investing in our people so they continuously fine-

tune their craft and grow in their profession.
* Strong partnerships with families and community. Schools can’t do it alone. We are better when students,

families, community and educators work hand-in-hand.
* A culturally responsive organization. Our diversity is a strength and an asset. We are committed to equity,

excellent service for all, and continuous improvement.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is meant to be representative, not
exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also
be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions.

* Answers a multi-line telephone system; screens calls; provides information and/or answers questions.
Directs calls to appropriate staff member; records messages. Schedules appointments for supervisor.
Greets and assists office visitors. Promotes positive public relations.

* Provides secretarial support to Executive Directors. Formats, types and edits correspondence, memoranda
and reports including confidential materials from handwritten drafts or dictation. Duplicates and distributes
typewritten copy.

* Maintains office files; researches files to provide information; receives, sorts, and distributes mail; prepares
outgoing items for mailing.

* Acts as a liaison between supervisor and division staff, parents and others. Communicates requests and
issues; facilitates required contacts with supervisor; provides assistance not requiring supervisory
intervention as needed.

JOB DESCRIPTION: EXECUTIVE ASSISTANT to INSTRUCTIONAL LEADERSHIP EXECUTIVE DIRECTOR

* Prepares materials requisitions, extra service pay assignments, requests for warrants, mileage cards,
transmittal forms, personnel requisitions, and travel requests for division; routes forms for processing.

* Prepares time sheets for the Curriculum and Instruction division and Highline service area administrators;
submits time sheets to Accounting Department for payroll processing.

* Compiles data for local, state, national and Board reports.
* Schedules mid-year and annual evaluation conferences with area directors and principals. Arranges

meeting facilities, advises participants, and prepares agendas and minutes. Types confidential staff
evaluations.

* Responds to questions and requests for information from other secretaries and administrators, parents,
and teachers; attends citizen/staff committee meetings to record minutes.

* Makes arrangements for conferences and workshops; registers participants.
* Performs related duties as assigned.

MINIMUM QUALIFICATION
EDUCATION AND EXPERIENCE:
High school graduation or equivalent
Five years of increasingly responsible secretarial experience including dealing with public

PREFERRED QUALIFICATIONS::
Advanced technical training in secretarial procedures
K-12 public school district secretarial experience

CONDITION OF EMPLOYMENT:
Criminal background clearance
Valid WA State driver’s license and proof of insurance

KNOWLEDGE OF:
Secretarial practices and procedures
Correct grammar, spelling and English usage
Budget preparation
School board policies and procedures

ABILITY TO:
Communicate effectively verbally and in writing
Train and provide work direction to classified clerical staff
Operate a microcomputer and related software effectively, including Excel/MS Office
Maintain effective working relationships with individuals and groups in a multicultural and diverse community
Work collaboratively with school and central office administrators, parents, and community members
Demonstrate keyboarding skills
Operate general office equipment
Remain flexible to changes in assignments or situations
Organize activities, set priorities, and follow instructions
Transcribe machine dictation
Set up and maintain an accurate filing system
Attend to detail and follow tasks through to completion
Work effectively under pressure

JOB DESCRIPTION: EXECUTIVE ASSISTANT to INSTRUCTIONAL LEADERSHIP EXECUTIVE DIRECTOR

Maintain excellent attendance record
Work independently with minimal supervision
Maintain strict confidentiality
Represent the Executive Director and the district in a positive manner to callers and office visitors
Ability to establish and maintain effective working relationships with staff, parents and the general public
Keyboarding skill at 60 words per minute with accuracy
Comply with school board policies and follow administrative procedures

REPORTING RELATIONSHIP: Instructional Leadership Executive Director

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 the essential functions.

While performing the duties of this job, the employee is regularly required to sit, stand, and walk. The employee
frequently is required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The
employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close vision, and ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an
employee encounters while performing the essential functions of this job. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee regularly works in indoor conditions and regularly works
near video display. The noise level in the work environment is usually moderate. The employee must deal with
angry and upset students, parents, and community members. The employee must adjust to frequent
interruptions in their work schedule. Must obtain telephone coverage to leave work area.

Job descriptions are written as a representative list of the ADA essential duties performed by the entire classification. They cannot include, and are not
intended to include, every possible activity and task performed by every specific employee.

CLASSIFICATION HISTORY
Updated to add EEOC statement, 2017.02.27
Transferred to new format by Human Resources, 2014.11.17
Revised by Human Resources, 04/12
Reformatted and updated by Human Resources, 7/98
Prepared by E.A. Walsh and Company, 4/89.

Highline Public Schools, District #401, complies with all federal rules and regulations and does not discriminate
in admission, access, treatment, or employment in education programs or hiring practices on the basis of race,
creed, religion, color, national origin, age, sex, sexual orientation including gender expression or identity, marital
status, honorably-discharged veteran or military status, the presence of any sensory, mental, or physical
disability, or the use of a trained dog guide or service animal by a person with a disability. This holds true for all
students who are interested in participating in educational programs and/or extracurricular activities. Any
person having inquiries should contact: Age Discrimination Act, Americans with Disabilities Act, Affirmative
Action, Civil Rights Act (employees), and Title IX: Chief Talent Officer, 206.631.3121,
titleixofficer@highlineschools.org; Civil Rights Act: Executive Director of Student Support and Family
Engagement, 206.631.3100, 206.631.3100, civilrightscoordinator@highlineschools.org; Section 504 of the
Rehabilitation Act- Director of Health and Social Services, 206.631.3011, 504coordinator@highlineschools.org

\tCLASSIFICATION HISTORY

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