Equal Opportunity Employer
ADMINISTRATIVE ASSISTANT TO CHIEF OFFICER
| DEPARTMENT: Administration | SALARY SCHEDULE: Education Support Professional | | LOCATION: CEE | WORK YEAR: 12 Months |
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GRADE 13
STARTING HOURLY RATE: $26.76 - $27.99 (PLACEMENT DEPENDS ON SIMILAR EXPERIENCE HELD AND EDUCATION)
The Phoenix Union High School District is proud to serve a diverse population of 28,000 students and 4,000 employees in Arizona's capital city. With a portfolio of comprehensive schools, small specialty schools, support schools, micro schools, magnet programs, and extensive Career & Technical Education (CTE) offerings, PXU's schools of opportunity welcome, love, and inspire all students to go places and do things that matter.
SUMMARY:
The Administrative Assistant to the Chief Officer performs responsible administrative tasks in support of the assigned Chief Officer, prepares reports, performs research studies, and provides analysis and recommendations regarding a variety of administrative matters. He or she exercises considerable discretion regarding District Policies and procedures, maintains the highest levels of confidentiality.
ESSENTIAL FUNCTIONS
- Assists the Chief Officer with administrative matters; interview callers, exercising considerable judgment and applying experience in making decisions; provides information in accordance with established procedures and policies; refers problems requiring technical answers to appropriate administrators.
- Performs a wide variety of specialized and responsible duties independently in support of functions delegated to the Chief Officer, interprets and applies rules and regulations as appropriate; performs duties to assist the administrator with administrative detail as appropriate.
- Composes effective correspondence independently; references policies, rules and regulations in preparing correspondence; reviews and edits material prepared by others.
- Coordinates and composes communication between the Chief Officer and District personnel, students, educational institutions, vendors, other outside organizations and the public; obtains and provides information, coordinates activities and resolves problems.
- Prepares and maintains a variety of records. Researches, reviews, checks and compiles a variety of information; collects and verifies data for accuracy, completeness and compliance with established procedures; and prepares reports as required; files records as required.
- Attends and participates in a variety of administrative meetings, serving as a representative of the Chief Officer when directed to do so.
- Prepares and maintains a variety of records and files including information of a confidential nature; maintains confidentiality of information and records.
- Maintains Chief Officer’s calendar; arranges meetings, conferences and appointments with personnel under the supervision of the Chief Officer, and various stakeholders both within and outside of the District.
- Develops, organizes and conducts training sessions with internal and external parties to ensure compliance with District policy, process and procedure. Responds to requests for information from students, staff and the general public regarding District programs, policies, procedures, and regulations.
- Composes and edits a wide variety of materials such as correspondence, reports, contracts, forms, applications, memoranda and other documents.
- Receives, processes, and routes mail; orders, issues, and maintains department supplies, forms, and equipment.
- Trains and provides work direction to departmental staff as assigned; monitors office workflow and assures compliance with established time lines, procedures and standards of quality.
- Maintains professional office standards and conduct.
- Supports the relationship between the Phoenix Union High School District and the public by demonstrating courteous and professional behavior when interacting with students, parents, visitors, and school staff; maintains absolute confidentiality of work-related issues, client records, and school information; follows Governing Board Policies; performs all other related duties as required or assigned.
The above essential functions are intended to represent only the key areas of responsibilities and not a comprehensive listing of all functions and duties performed by incumbents of this class.
REQUIRED QUALIFICATIONS
Education, Training, and Experience Guidelines:
High school diploma required; job related associate degree preferred, AND seven years of secretarial, office management or equivalent experience, preferably in a public education environment, AND experience with Microsoft Word, Excel and PowerPoint. Possess an active Arizona Department of Public Safety IVP Fingerprint Clearance Card or obtain one within the first 90 workdays of employment.
License and Certification Requirements:
Not Applicable
IDEAL CANDIDATES WILL HAVE THE FOLLOWING SKILLS AND ABILITIES
- Ability to use word processing, spreadsheet and database management software to produce a wide variety of types of electronic and printed documents (e.g., memoranda, letters, reports, tables, graphs and charts) without assistance.
- Effective working command of the rules and conventions of Standard English, including the ability to compose and edit written material (e.g., memoranda, letters and reports) to assure readability and correct use of grammar, spelling, and punctuation.
- Ability to plan, organize and maintain a filing system so that documents are systematically stored and readily available.
- Ability to plan, organize, schedule, carry out and supervise projects.
- Ability to operate and perform routine maintenance on office machines related to the job (e.g., printers, fax machines, photocopiers and telecommunications equipment).
- Ability to maintain confidentiality of sensitive information and to communicate appropriately such information to all interested parties, including District staff, government officials and the general public.
- Ability to take accurate minutes and create appropriate oral and written communications.
- Skill in understanding, explaining, and applying relevant rules, regulations, policies, and procedures.
- Skill in researching, compiling data for and preparing reports, presentations, and technical documents.
- Ability to follow verbal and written instructions and procedures.
- Ability to communicate effectively both verbally and in writing.
- Ability to provide excellent customer experiences, including but not limited to interacting tactfully and courteously with the public.
- Commitment to create and sustain a thriving learning and working environment for students and staff.
- Ability to establish and maintain effective working relationships.
- Ability to use initiative within organizational policies, procedures and guidelines.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT Works in an office environment.
WHY WORK AT PXU
The Phoenix Union High School District is one of the state’s largest employers. Our 4,000 education professionals are committed to providing an excellent learning environment for our students while enjoying an inspiring work environment.
| | - Comprehensive Employee Benefits
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- Participation in Arizona State Retirement System
| - Education Loan Forgiveness (If eligible)
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- Vacation and Personal Leave Plans (for eligible positions)
| - Paid Winter and Spring Breaks
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The Board is committed to a policy of nondiscrimination in relation to race, color, religion, sex, age, national origin, disability or sexual orientation, as well as gender identity, gender expression and immigration status. This policy will prevail in all matters concerning staff members, students, the public, educational programs and services, and individuals with whom the Board does business.
DIVISION: | SUPERVISION RECEIVED: | SUPERVISION GIVEN: |
Administration | Chief Officer | Other office staff as necessary |
Action | Prepared by: | Reviewed by: | Effective Date |
Revised | PSPC | MG/CEA/Talent | 07/01/2021 |