Executive Assistant I

Tuesday, June 20, 2017
Oakland Schools
Position Details: 

Position Summary:  Provide overall coordination for assigned department. Provide administrative duties for executive director including maintaining communication with internal and external stakeholders, research and preparing reports and presentations. Multitask a variety of functions to effectively perform various administrative support tasks.


Essential Characteristics:

  • Act as department support lead in maintaining communication within and between departments, with LEA staff and general public, answering questions and providing information concerning programs and services.
  • Participate in planning, decision-making and problem solving with department members and stakeholders.
  • Lead the coordination, implementation, management and documentation of department goals and priorities.
  • Act as confidential assistant in all matters in which organizational or personal privacy rights require limited access to information.
  • Under the direction of executive director, lead the development and maintenance of departmental standard operating procedures.
  • Lead department project objectives, timelines, and development of tracking systems.
  • Report operational concerns to executive director and make recommendations for resolution.
  • Lead the coordination and/or daily operations of assigned function(s).
  • Provide coordination/management on assigned projects by documenting short and long term planning processes, defining project objectives and timelines, developing/ maintaining tracking systems, developing forms and procedures and the like.
  • Provide support for department meetings, activities and events including preparation of agendas, preparation/assembly of required materials, coordination of event logistics, registration of participants and recording of meeting minutes.
  • Lead the development of multimedia presentations, materials, brochures and handouts.
  • Prepare and coordinate contracts with independent contractors.
  • Oversee the processing of purchase orders and departmental supplies as needed.
  • Establish, maintain, and/or update department files, records, and/or databases including information which may be confidential in nature.
  • Compile and maintain department statistics; generate related reports.
  • Under the direction of the executive director, assist with preparation of the annual departmental report.
  • Execute various accounting procedures including tracking departmental expenditures, processing purchase orders, maintaining expense accounts, reconciling invoices, processing contractor invoices, transferring funds, monitoring/updating budget(s) and the like.
  • Under the direction of the executive director assist in the development, management and documentation of assigned budgets.


Job Qualifications:

  • High school diploma or general education degree (GED).  Associates Degree preferred.
  • Five or more years of related experience supporting executive level management.
  • Fluent in Google Applications and Microsoft Office including Outlook.
  • Strong knowledge of Finance and Operations.
  • Ability to communicate effectively with all organizational levels and establish rapport with members of diverse groups.
  • Excellent writing skills with demonstrated ability to prepare and edit a variety of documents.
  • Available to work flexible hours, including weekends.
  • Ability to properly operate required office equipment such as a personal computer, fax machine, copier and the like.


In addition to the qualification requirements set forth in this job description, the incumbent is also required to meet the “Key Work Competencies” expectations of Oakland Schools.


This job description is intended to describe the general nature and level of work being performed by a person assigned to this job. It is not to be construed as an exhaustive list of all job duties that may be performed by a person so classified. Incumbents may be asked to perform additional duties as required by his/her supervisor.


Employment Terms:

Twelve month work year. Salary based on the Progression Increment Salary System, Market Range 5 with an hourly range of $24.488 to $28.002.


Application Deadline:

Letters of interest and resumes will be accepted until 4:00 pm, Tuesday, June 20, 2017 or until position is filled.


Apply To:


For questions regarding this position please contact Alicia Beck at 248.209.2143.


Oakland Schools does not discriminate on the basis of sex, race, color, national origin, religion, height, weight, marital status, sexual orientation (subject to the limits of applicable law), age, genetic information, or disability in its programs, services, activities or employment opportunities. Inquiries related to employment discrimination should be directed to the Assistant Superintendent of Human Resources, Personnel Management and Labor Relations at 248.209.2429. Title IX complaints should be directed to the Manager/Supervisor, Career Focused Education at 248.209.2160. For all other inquiries related to discrimination, contact the Executive Director of Legal Affairs at 248.209.2062. All complaints may be addressed to 2111 Pontiac Lake Road, Waterford, MI 48328-2736.

Job Type: