Executive Assistant and Board Clerk

Description

Benefit type: Full time- Exempt

Benefits available: For a full description of our benefits, please click here

About the job: 

The Executive Assistant and Board Clerk leads support services for the district to ensure effective and streamlined administrative operations. This position provides administrative services to the Executive Team and department heads. Assists the Board of Directors by working with the Executive Director and board chair to manage board meetings, board business, and official records. Performs high-level administrative, analytical, and technical support duties, writes policies, and manages projects for the Executive Director’s office.

 A day in the life: 

The information provided below encompasses the typical duties and capabilities linked with this classification. Duties may include, but are not limited to the following:  

District-wide responsibilities

• Completes special assignments from the Executive Director with minimal instruction. Analyzes project steps, conducts research, compiles information, and prepares reports. Manages district-wide and sensitive administrative or operational projects.
• Researches, develops, and writes district policies, ensuring compliance with legal and ethical requirements, and organizational standards.
• Responds to and resolves difficult and sensitive citizen inquiries and complaints.
• Coordinates administrative support resources to support efficient district operations.
• Acts as the Executive Director’s liaison by serving on task forces and work groups.
• Writes communication responding to citizen inquiries for the Executive Director and Board of Directors; handles sensitive issues while providing excellent customer service.
• Serves as the district archivist; responds to all public records requests and counsels management staff on public information implications.
• Serves on multiple district committees and acts as committee coordinator, coordinating communication and committee work alignment.
• Coordinates media-related requests and maintains administrative historical records.
• Writes and prepares letters to legislators; assists with legislative analysis and prepares reports.
• Prepares and delivers presentations to the Board, Executive Team, and community groups.
• Participates in development and implementation of district goals; recommends and implements policies and procedures.
• Manages Executive Team operations by organizing meetings, following up on assignments, coordinating topics, and producing agendas; may chair committees.
• Represents the district in interdepartmental, intergovernmental, and community activities.
• Provides administrative support to the Executive Director, including communications screening, scheduling, calendar management, document editing, and report preparation.
• Prepares the Executive Director for meetings and events, ensures required public notices, logistics, materials, and follow-up actions are completed.
• Coordinates key functions and operational needs of the district office building.

Board Oversight

• Prepares Board materials with leadership to ensure readiness. Schedules and attends meetings, prepares packets and minutes, and arranges logistics.
• Facilitates board meetings for remote participation and viewing by using district technology and ensures accurate minutes are completed.
• Prepares and reviews a variety of correspondence and materials for the Board.
• Schedules meetings and tours; ensures meeting law compliance; distributes board packets; ensures public notices are posted.
• Onboards incoming board members.
• Secures and tracks board travel and training, reviews expenses.
• Plans board events and activities.
• Ensures access to the Board for staff, board members, and citizens; manages public communications to the Board.
• Coordinates measurement and status reports for the Annual Action Plan.
• Acts as a Mandatory Reporter; reports incidents of child abuse/neglect.
• Performs other job-related duties as assigned.

Schedule:

• Full time (40 hours per week), exempt position with the ability to regularly attend evening meetings, early morning meetings, work occasional weekends for assignments and travel for training and conferences.
• This position is an in-office role and does not qualify for a flexible work schedule; however, occasional flexing of hours may occur during weeks with board meetings.

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