Executive Assistant Learning Services

GRADE: G17 (Hourly Range/Step 1 - Step 9: $27.31 - $34.52 The maximum placement for new hires is based upon experience and typically does not exceed the mid-point of the range MINIMUM HOURLY RATE: $27.31

STANDARD HOURS PER WEEK: 40

FTE: 1.0

MONTHS PER YEAR: 12

JOB CODE: 3190

POSITION TYPE: REPLACEMENT – PERMANENT

LOCATION: THORNTON, CO.

Adams 12 Five Star Schools is deeply committed to a community of excellence, equity, and inclusion in everything we do. We commit to eliminate the predictability of who is included in excellence and who is not. Adams 12 Five Star Schools puts students first and supports our district's mission to elevate student success for every student every day in every classroom. Candidates who can contribute to our goal are encouraged to apply and to identify their strengths in this area.

SUMMARY: Responsible for providing executive level, confidential administrative support to the Executive Director(s). Support school and department administration and staff by providing administrative and operational support in various areas, including but not limited to, district policies, parent complaints and school issues. Coordinate meetings and activities with Executive Directors, school personnel, parents and outside agencies. Act as liaison with all levels of district staff and community representatives. Provide information to public regarding departments, school, district policies and procedures. Responsible for budgetary, accounting, and payroll functions. This position may work on-call and may work outside of regularly scheduled work hours including nights and weekends for special event coordination.

ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

JOB TASK DESCRIPTIONS:

1.Serve as the primary support to an Executive Director(s), managing administrative tasks, strategic initiatives, and crisis response. Handle inquiries, prioritize issues, and coordinate with departments. Maintain numerous calendars, coordinate meetings, reports, travel, and document preparation. Draft correspondence, plan and analyze reports and provide technology support. May prepare, process, and maintain confidential legal files. Creates presentations, charts, and other documents, tracks projects, and ensure smooth division operations.

2. Responsible for review, approval and verification of reported time in district time and labor system. Performs payroll functions including serving as timekeeper for all Learning Services staff, approving weekly time entries, and meeting established payroll deadlines. Prepare and analyze time and labor reports and complete paperwork for payment of stipends and other pay.
3. Perform budgetary and accounting functions, through use of district information technology systems, for department or programs such as monitoring annual budgets, including grants and federal monies, transferring budget monies, and purchasing/ processing invoices. Create, prepare and verify reports used for billing and invoice charges in the district financial system. Distribute copies of reports to appropriate departments. Manage purchasing card accounts and transactions. May prepare and process billing for internal/external customers and department services.
4. Support Executive Directors in hiring by managing job postings, candidate communications, application screening, interview scheduling, and compiling candidate packets. Responsible for coordinating and processing interview forms, new hire documents, and onboarding tasks for new hires. Facilitate office setup or closure for staff transitions and process employee action forms.
5. Perform other job related duties as assigned

EDUCATION AND RELATED WORK EXPERIENCE:

• High School Diploma or equivalent.
• Courses in business or vocational school in business administration, accounting, office management equivalent to 2 years of college, or equivalent experience may be substituted for this educational requirement.
• Minimum of five (5) years of experience as an administrative assistant.
• Office Management and educational institution experience preferred.

LICENSES, REGISTRATIONS or CERTIFICATIONS:

• Criminal background check required for hire.
• Ability to travel between district facilities within the required timeline.

APPLICATION INFORMATION:

All applicants (current district employees and external applicants) should list any and all work experience, including current district experience, when completing the employment application. Please include job titles and duties that you held while doing that job. Since the Human Resource department uses the application to screen for minimum qualifications required for each job, it is important to have a complete application so you will be considered for the position you are applying for.

SALARY INFORMATION:

All Classified positions are paid on an hourly basis. All Newly hired classified employees are placed initially on Step 1 of the pay grade for their position. Classified employees can advance an additional 7 steps (maximum Step 8) based on their previous experience. Final hourly placement on the Classified Salary schedule is dependent on the Grade Level for the position being posted and employees' previous work experience. "Grade" refers to position or job classification and "Step" refers to the number of work experience credit or service years. See our Classified Salary Schedule for hourly rates. For additional compensation information, please refer to The Classified Master Agreement.

BENEFITS INFORMATION:

Adams 12 Five Star Schools is committed to providing an environment that promotes a healthy employee population able to serve our students at the highest level. We offer a comprehensive benefits package including medical, dental, vision and life insurance as well as other programs for benefit eligible employees. The employee assistance program, voluntary life insurance through PERA, and 401(k), 403(b) & 457(b) plans are available to all employees regardless of hours worked and are available immediately (upon hire date). To learn more about our benefits, please see our Benefits Overview.

THIS POSTING IS NOT INCLUSIVE OF THE JOB DESCRIPTION.

Rev 11/26