Executive Administrative Specialist (40 hrs/wk, 260 days)

SUMMARY DESCRIPTION

This role manages all administrative and operational functions for the Office of the Superintendent and is responsible for providing high-quality and highly responsive customer service and support to all WCSD staff, Trustees, students, families, community partners and constituents. The Executive Administrative Specialist manages all scheduling for the Superintendent, ensuring that the Superintendent's time is used effectively and efficiently to serve the needs of the district; manages contracts, purchasing, reimbursements, and travel for the superintendent; and is responsible for overseeing routine operations inclusive of internal reporting and payroll. The Executive Administrative Specialist works proactively with executive assistants from other divisions to support alignment, communication, and efficiency across the executive team. 

EXEMPLARY DUTIES/RESPONSIBILITIES

• Manage all administrative support for the Office of the Superintendent to ensure maximum efficiency inclusive of budget management and monitoring
• With exemplary attention to detail, establishes and maintains the superintendent's calendar and schedule working proactively to maximize the efficient use of time;
• Creates or works cross-functionally to create prep documents for superintendent's school visits and for other meetings as needed;
• Manages the logistics of superintendent's school visits inclusive of school-centered scheduling and advance communications;
• Ensures prompt responses (within two business days) to every email received and communicates with warmth, friendliness, and attention to customer service
• Maintains strong processes for organizing and managing multiple high-priority requests within a tight timeframe
• Prepares purchase orders, claims, payroll, check requests, reimbursement requests, department reports, and other routine operational items with exceptional attention to detail and accuracy
• Maintains meticulous records of superintendent's travel, expenses, reimbursements, and leave requests
• Receives and refers inquiries to appropriate departments with systems in place to monitor for follow up
• Examines forms, reports, files or other documents for accuracy and completeness and resolves errors and omissions
• Provides assistance to the Superintendent as needed for meetings with the Board of Trustees
• Researches, collects and prepares background information or materials as necessary
• Exercises discretion, maintains confidentiality and demonstrates high standards for professionalism

 EMPLOYMENT STANDARDS

Education/Experience: Any combination of education and experience that would likely provide the required knowledge and skills is qualifying.

A typical way to obtain the knowledge and experience would be:

1. Equivalent to an associate's degree from an accredited institution;

                                                                           AND

2. Five (5) years of progressively responsible and complex secretarial, administrative, and/or executive assistant work 

Skills and Abilities Required

• Knowledge of best practices in administrative support functions
• Highly proficient in MS Windows, Outlook, Word, Excel, and PowerPoint
• Ability to follow complex and detailed instructions
• Skilled at anticipating needs, challenges and risks and applying contextual information to make informed recommendations and decisions
• Able to think and work proactively in managing requests for the superintendent's time
• Exceptional communication, organizational and administrative skills required
• Excellent customer service skills required
• Ability to work under limited supervision using standardized practices and/or methods
• Ability to collaborate with others at multiple levels of the organization
• Ability to work under pressure, meet tight deadlines and manage rapidly changing conditions
• Knowledge of the functions and organization of a school district preferred
• Bilingual in English and Spanish preferred
• Must be willing and able to work evenings and/or weekends as needed.
   

THIS JOB SPECIFICATION SHOULD NOT BE CONSTRUED TO IMPLY THAT THESE REQUIREMENTS ARE THE EXCLUSIVE STANDARDS OF THE POSITION. INCUMBENTS MAY BE REQUIRED TO FOLLOW ANY OTHER INSTRUCTIONS, AND TO PERFORM ANY OTHER RELATED DUTIES AS MAY BE REQUIRED BY THEIR SUPERVISOR. 

The Washoe County School District is committed to providing a safe and respectful learning and working environment for all students, staff, and visitors.  The District prohibits bullying, cyber-bullying, harassment, sexual harassment, and/or discrimination based on an individual's actual or perceived race, color, religion, sex (including pregnancy), national origin, age, sexual orientation, gender identity or expression, genetic information, veterans or military status, marital status, disability or the presence of any sensory, physical or mental handicap in any of its educational programs/activities and employment, or in any program or activity conducted or funded by the U.S. Department of Agriculture. The District prohibits discrimination against any youth group listed in Title 36, as a patriotic society, (i.e. Boy Scouts of America) from access to public school facilities use.

Internal Job Number2023-24-E237444

Salary

Grade 25

Sch A: $29.21 (entry step)
Sch B: $34.56 (entry step)

New employees hired by Washoe County School District are normally placed on the entry step of the grade of the position. Salaries are subject to adjustment and may increase and decrease each fiscal year.

Additional Job Information

This is a 40 hour a week, 260 day position. This is a confidential position and is not subject to membership into a bargaining unit.

INCENTIVES

Eligible employees of WCSD receive different benefits depending on their scheduled hours per week.

Eligible Employees who regularly work less than 20 hours per week receive Social Security benefits, salary increases, longevity bonuses, and credit union benefits.

Eligible Employees who regularly work 20 to 24.75 hours per week receive PERS retirement benefits, which are lifetime pension plans for public employees in various states,

In addition to the benefits above. Eligible Employees who regularly work 25 to 27.25 hours per week receive all the benefits above except medical, dental, and vision insurance.

Eligible Employees who regularly work 27.5 hours per week or more receive full benefits of the district, including medical, dental, and vision insurance, holiday pay, vacation pay, sick leave, life insurance, and insurance premiums for summer months.

Beginning July 1,2023: If you are enrolling in our health insurance plan and submit all proper documentation, you should know that there is no waiting period, your medical, dental, vision and life insurance will become effective on your first contracted work day.

All eligible employees also enjoy no state income tax and no Social Security deductions for most positions working 20 hours per week or more.

New employees will be fingerprinted upon hire and every five years thereafter and will have $58.50 deducted from their first paycheck to help defray the cost of fingerprinting. Non-licensed employees will have $58.50 deduction when their fingerprints are completed every five years. Fingerprint fees are subject to change.

Temporary employees working less than 6 months do not receive benefits.

Any applicant who would like to request a reasonable accommodation in any step of the selection process should contact Human Resources at (775) 348-0321.