Executive Assistant to the Office of Human Resources

*THIS POSITION IS A REPLACEMENT FOR A CURRENT POSITION*

POSITION TITLE: Executive Assistant to the Office of Human Resources
FTE: 1.0
POSITION LOCATION: Earhart Administration Building
SALARY: 12 Months $68,424 - $73,970 (Group 9)
REPORTING RELATIONSHIP: Assistant Superintendent Human Resources
This posting is to replace a position that currently exists in the district. The Ann Arbor Public Schools is a District on the move, widely known for excellence in achievement, academics and the arts, and continuing on a pathway of growth, innovation and success.

MINIMUM QUALIFICATIONS:

1. Maintain a professional appearance and demeanor in representing the Assistant Superintendent and the Ann Arbor Public Schools.
2. Two years of post-high school education; college degree preferred.
3. Four to six years of administrative secretarial and/or related executive assistant experience with increasing levels of responsibility.
4. Capacity to tolerate high levels of pressure deadlines and adapt to rapidly changing situations.
5. Ability to set, manage, and coordinate multiple priorities.
6. Ability to take initiative and work independently without direct supervision and maintain confidentiality of matters.
7. Excellent oral and written communication skills.
8. Interpersonal and diplomatic competencies necessary to problem-solve, working effectively with parents, staff, and public.
9. Ability to work well under pressure with deadlines and frequent interruptions.
10. This position often extends the work commitment beyond before and beyond traditional work day/week to meet the needs of the Deputy Superintendent and the District.
11. Good judgement, professional demeanor.
12. High-quality work standards and technology skills including email, word processing and budget management.
13. Regular and reliable and punctual attendance is a requirement of this position
14. Maintain, organize, and update the legal and general matters filing system
15. Work with outside legal counsel.
16. Documentation skills, meeting planning, telephone skills, dependability, and professionalism.
17. Experience with spreadsheets, database software, and various graphic and word processing software.

DESIRED QUALIFICATIONS:
1. Strong knowledge of, or willingness to learn, Ann Arbor school district and community.
2. Ability to maintain confidentiality and exercise discretion.
3. Demonstrated record of understanding complex issues and implications.
4. Keen sensitivity to political and social issues.
5. Demonstrated ability to shift focus without losing sense of priority.
6. Ability to anticipate problems and provide solutions.
7. Experience with or willingness to learn Macintosh technology and General Office software.
8. Punctuality, dependability and resourcefulness.
9. Excellent collaboration skills.
10. Legal support training or experience a plus.

The Executive Assistant to the Assistant Superintendent provides the following:

1. Handle contact with the public on various levels in a variety of situations, including problem solving and policy interpretations.
2. Composition of letters, memos, agendas, minutes, handle correspondence, follow-up on requests, organize and maintain files, schedule meetings, appointments and reserve conference rooms. Review written communications prepared for superintendent by other departments.
3. Assumes responsibility for management of a busy, dynamic office environment.
4. Monitor Human Resources budget, initiate and follow up on purchase orders, expenditures, budget transfers, payroll, and staff attendance.
5. Serve as district FOIA coordinator
6. Coordinate and process teacher overage & degree changes, itinerate teacher travel for the district.
7. Process and maintain schedule of grievances, arbitrations, and medications
8. Coordinate subpoena responses.
9. Process onboarding through termination of employee groups for Principals, Coordinators, and non-bargained groups.
10. Serve as district notary.
11. Models behavior consistent with district mission and goals.
12. Maintain and coordinate outside storage of files and shredding.
13. Order office supplies.
14. Monthly HR Newsletter
15. Other related duties as assigned.

LANGUAGE SKILLS:
Read, analyze, and interpret documents, such as technical procedures or governmental regulations
Communicate effectively and present information both in oral and in written form
Write routine reports and correspondence

MATHEMATICAL SKILLS:
Add, subtract, multiply, and divide in all units of measure. Basic accounting and business skills are required

REASONING ABILITY:
Define problems, collect data, establish facts, and draw valid conclusions
Apply common sense understanding to carry out instructions furnished in written, oral or diagram form

OTHER SKILLS and ABILITIES:
Interact with public and other staff as required
Ability to perform duties with awareness of all district requirements and Board of Education policies

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, stand, talk and hear. The employee is occasionally required to stand, walk, bend, and reach with hands and arms. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

METHOD OF APPLICATION:
All applicants must complete the online application at A2schools.org >> District Links >> Job Postings