Administrative Assistant, Superintendent's Office (Confidential) - Exempt

Company: Santa Barbara County Education Office
Location: Santa Barbara
Posted on: June 23, 2022

Job Description:

Apply by: 7/8/2022Phone: 805-964-4711 x5225Ideal candidate: You possess excellent organization, communication, and interpersonalskills. You have knowledge of the functions and operations of the County Education Office.You can work with little or no supervision. You handle confidential information with tact anddiscretion, and frequent contact with all levels of employees, including the County Board ofEducation, senior managers, management, outside agencies, and the general public. Youhave the ability to prioritize matters, handle complex tasks and assignments, anddemonstrate sound decision-making and provide accurate judgment. You are responsible to the needs of the Superintendent of Schools and County Board of Education. You are able to be flexible and adapt to changing situations. You possess the demonstrated proficiency in utilizing computers and an enterprise financial system. You have the ability to plan proactively, to anticipate needs, and to seek creative solutions to administrative issues. You are committed to providing the best service available to Santa Barbara County Education Office, school districts, and students.The position:Under the general direction of the Executive Assistant to the County Superintendent, provide office and administrative support services to the Superintendent's Office and the County Board of Education. This position requires ability to quickly acquire knowledge of the Office's policies, rules, regulations, procedures and programs. Legal knowledge of the regulations for public meetings is also required.Specific duties and responsibilities:---Perform advanced administrative support functions including composing andpreparing correspondence, reports, memoranda, scripts, speeches and other documents,including material of a confidential nature---Interview callers both in person and on the telephone, screening and referring toother individuals or departments as appropriate---Manage highly sensitive calls to the superintendent's office that may be of political or legalcontent by determining the best course of support---Maintain highly confidential information including that which is used for the development ofmanagement positions---Model a high standard of professionalism and service to others---Provide information where independent judgment, knowledge, and interpretations areutilized---Schedule appointments, provide information, interpret and explain established policies,rules, programs and procedures with regard to the operation of the County Education Officeas required---Assist in the preparation for monthly meetings of the County Board of Education and SantaBarbara County School Boards Association including sending meeting reminders, developing,composing, duplicating and distributing agendas and supporting documents, reviewing andmonitoring materials to be included in agenda---Assist with superintendent television tapings including composing correspondence,obtaining interview notes and scripts for files, typing and/or formating scripts, duplicatingand distributing digital copies of taping, and updating taping logs---Prepare and schedule conference rooms for meetings---Prepare purchase orders for Association meeting expenses, invoice districts for annualAssociation dues and prepare the annual Association budget---Prepare and processes travel arrangements and reimbursements for the superintendent andboard members as assigned---Provide office support services to board members and other administrative staff as assigned---Open, sort and review office mail for routing to appropriate department or programs---Establish and maintain various files, indexes, records and reports for the Superintendent'sOffice and the County Board of Education---Maintain, order and receive office supplies, equipment and forms for the Superintendent'sOffice, County Board of Education and other assigned special projects---Assist in budget planning and expenditure control process---Arrange for repair of office equipment as needed---Prepare purchase orders, invoices and other documents---Research and abstract data pertaining to laws, policies and procedures related to jobassignment---Distribute notifications on recommended updates to board policies to the appropriate seniormanagement---Maintain confidential information and records, including mailing lists and emergency contactinformation---Prepare and maintain financial and statistical records and reports including a check foraccuracy, completeness and compliance with established standards and procedures---Operate a variety of modern office equipment including computer, typewriter, fax, scanner,calculator and copiers---Perform related duties as assignedREQUIREMENTSKnowledge:---Public education organization and operations---Terminology and programs of the County Education Office---Modern office practices, procedures and equipment Personal computers and industrystandard software applications including Microsoft Office, Filemaker, Escape, advanced Excel,and other software programs pertinent to the functions of the assigned department---Telephone techniques and etiquette that provide a high professional standard of service toothers and demonstrate a calm and patient demeanor---Statistical and financial record-keeping as well as basic statistical analysis---Correct English usage, grammar, spelling, punctuation and vocabulary---Advanced oral and written communication skills---Principles of training and providing work direction that promotes high standards,professionalism, collaboration, and a positive work environment---Advanced interpersonal skills promoting an environment of respect while using tact,patience and courtesy---Brown Act legal requirements in public meetingsAbilities:---Promote a high standard of professionalism and a positive, healthy work environment---Learn the County Education Office organization, operations, policies and objectives,terminology and programs---Learn parliamentary procedures in accordance with Brown Act procedures for publicagencies---Interpret, explain and apply laws, rules, regulations and policies with relationship to theassigned program or office---Perform varied, complex administrative tasks and administrative support duties---Operate a variety of office machines including typewriter, calculator, copiers---Operate office machines including a computer and applicable software---Establish and maintain effective working relationships with the public and others---Maintain records and prepare reports and memoranda---Interpret, explain and apply laws, rules, regulations and policies---Meet schedules and time lines in spite of frequent interruptions---Plan and organize work independently with little direction---Analyze situations accurately and adopt an effective course of action---Demonstrate keyboarding/typing skills and speed as required by assignment---Work confidentially with discretionEducation and experience:Education: Graduation from high school supplemented by evidence of business or officecourses or administrative support experienceExperience: six years of increasingly responsible administrative support experiencepreferably in a public education settingLicenses and certificates: May require a valid driver's license and use of a dependableautomobile.Working conditions: Work is performed primarily indoors with minimal exposure to healthand safety hazards.Benefits at SBCEO: https://www.sbceo.org/benefits

Keywords: Santa Barbara County Education Office, Santa Barbara , Administrative Assistant, Superintendent's Office (Confidential) - Exempt, Administration, Clerical , Santa Barbara, California