Serves as a staff assistant to the Superintendent and manages daily office operations.  Serves as a liaison and a representative of the Associate Superintendent and the Board Office.  Coordinates and oversees a variety of activities and projects.  Conducts research and coordinates data and information collection for special assignments.  Prepares and monitors financial transactions and participates in various personnel-related activities.  Directs and coordinates special programs and projects.  Uses discretion and independent judgment to make decisions about day-to-day operations and crisis resolution, and manages multiple tasks, activities, events, and projects.   48% * Manages day-to-day operations of the Superintendent's/Deputy's office. * Composes correspondence and prepares complex presentations and materials. * Gathers information, maintains, and updates spreadsheets/databases * Develops, coordinates, and oversees office functions, including management of multiple schedules. * Coordinates and assigns work schedules of subordinate staff. * May act as a project lead or project team member. * Oversees timelines of work flow both for the Superintendent's/Deputy's office and in collaborating work flow with other District offices and staff. * Coordinates travel, meeting and event arrangements. * 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 Superintendent/Deputy. 5% * Coordinates, prepares and works with appropriate staff to complete and submit financial transactions and required documents as needed to initiate hiring processes, respond to personnel problems, oversees development of job descriptions, and written job evaluations for the Superintendent's and Deputy's direct reports. * May participate on and coordinate interview/selection committees, screen applicant(s) paperwork and coordinate new hire orientations with Human Resources Department. * Works with budget unit staff to monitor budget expenditures and establishment of budget accounts and staff lines for positions and purchases for area of assignment. 5% * Supervises, evaluates, and recommends hiring of administrative support staff, as assigned. * Assigns, reviews and coordinates tasks, including peak loads and special projects. Provides for staff development. 10% * Serves as liaison between the Superintendent and Deputy Superintendent and key District managers and other staff, external agencies and officials, and the public. * Serves as the Superintendent's/Deputy's Office representative, as directed, to communicate the Superintendent's/Deputy's directives and decisions to staff * Interprets and explains operational policies and procedures to staff and the public. * Provides a variety of information to respond to requests made to the Superintendent's office. * Coordinates general requests for information with the Office of Public Affairs and other designated departments and offices in the District. 10% * Conducts research, analysis, and prepares presentation materials and information to assist the executive officer in preparing for meetings with staff and public agencies, officials, etc. * 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 the Superintendent/Deputy and staff and assists with problem resolution, as requested. 5% * 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. 1% * Works with Budget Office staff to coordinate the development of budget projections and cost estimations as needed to operate the executive officer's office and projects. * Maintains and monitors budget and financial status data and reports. * Develops, prepares, and coordinates fiscal transactions for the executive officer. * May compile statistical information and data for estimations and reports. 1% * Facilitates the organization 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. 5% * Conducts meetings and leads administrative assistants to build cohesive teamwork. * Establishes collaborative work environments and developing effective communication across departments. 10% * Conserves the Superintendent and Deputy Superintendent's time by: * Reading, researching and routing correspondence. * Drafting letters and documents. * Collecting and analyzing information. * Initializing communications. OTHER FUNCTIONS: * Attends or participates in meetings and activities deemed necessary by the Superintendent and Deputy Superintendent, in order to accomplish the objectives of the office. * Participates in professional development activities for professional achievement. * May perform related duties consistent with the scope and intent of the position. RELEVANT COMPETENCIES: 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 towards a productive outcome. Managing Relationships Responds and relates well to people in all positions; is seen as a team player, and is cooperative; looks for common ground, and solves problems for the good of all. * Relates well to all kinds of people inside and outside of the organization. * Works to create win-win scenarios. * Shares appropriate information to find common ground. * Puts own agenda aside in order to achieve organization's goals. Interpersonal Skills Is warm and easy to approach; builds constructive and effective relationships; uses diplomacy and tact to diffuse tense situations; has a style and charm that immediately puts others at ease and disarms hostility. * Relates well with others * Builds constructive and effective relationships. * Considers and responds appropriately to the needs and feelings of different situations. * Is tactful, diplomatic and demonstrates consistency and fairness. Time Management Uses his or her time effectively and efficiently; concentrates his or her efforts on the most important priorities; adeptly handles several tasks at once. * Focuses his/her efforts on the most important priorities. * Uses time effectively and efficiently. * Handles multiple-tasks effectively and efficiently. * Values other people's time. DISTRICT-WIDE CORE COMPETENCIES: 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. Getting Results (Action Oriented) 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. Decision Quality & Problem Solving 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. Integrity 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. Accountability 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, SKILLS AND ABILITIES: * Organization hierarchy structures within a large organization. * Office management practices and techniques. * Collaborative problem-solving methods. * Budget development. * Hiring and screening principles. * Organization and time management. * Research techniques. * Team-building activities. * Oral and written communications. * Team-building. * Time management. * Computer software used for office operations, database management, spreadsheets, and word processing. * Formatting and presenting information in writing. * Records Maintenance. * Editing and proofreading correspondence. * Coordinating and scheduling events. * Attending to detail and following tasks through to completion. * Working under pressure and meeting deadlines. * Organizing and managing a fast paced and demanding environment. * Quality customer service and public relations. * Strong listening skills. * Planning, calendar scheduling, and travel logistics. * Support the highest level District executives with occasional support to several directors and teams of administrators. * Work independently. * Successfully demonstrate high proficiency in MS Office software particularly Outlook * Effectively represent the District with the utmost professionalism. * Manage and understand details of situations and information that is highly confidential or of a critical nature and maintain discretion and professionalism at all times. * Analyze data and conduct research for reports and projects. * Organize office operations and procedures. * Coordinate and schedule events. * Make conference and travel arrangements. * Diffuse and resolve problems. * Coordinate tasks with others and follow-through on status reports. * Work under pressure and under 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. * Coordinate and 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. DESIRED: * Knowledge of District policies and procedures, SAP and SchoolDude. EDUCATION: Bachelor's degree in business/public administration, communications or related field. SUBSTITUTION: Additional qualifying work experience may substitute for the educational requirement on a year-for-year basis. RELEVANT YEARS OF EXPERIENCE: Five (5) years of increasingly responsible administrative support work experience serving a high level executive within a large public or private organization which included office management, coordinating and delegating tasks, managing multiple calendars, travel planning and event arrangements; resolving problems, interpreting and applying policies and procedures. PREFERRED EXPERIENCE: Eight (8) years. CLEARANCES: Criminal Justice fingerprint and background check