Class Title: Assistant to the Executive Director and Board or Directors
Class Code: AST EXEC DIR BRD DIRHourly: $34.18 - $47.43 | Monthly: $5925.75 - $8222.09 | Annually: $71109.06 - $98665.15
Leads support services for the district to ensure the operation and administrative functions of the agency are effective, streamlined and relevant. This position also provides administrative services to the Executive Team, Deputy Executive Director and department heads. Assists the district Board of Directors by working with the Executive Director and board chair to manage board meetings, tend to board business, and produce and manage board records. Performs a wide variety of highly responsible, complex, and diverse advanced level professional duties involved in providing administrative, analytical, and technical support to the Executive Director’s office.
Works under the general supervision of the Executive Director. Follows standard processes and procedures without supervision but confirms changes to standard practices and significant decisions in advance.
Supervision is not normally a responsibility of this position. However, may provide direction and guidance to district staff and volunteers.
EXAMPLES OF DUTIES:
The information provided below encompasses the typical duties and capabilities linked with this classification. Duties may include, but are not limited to the following:
- Completes special ad-hoc assignments from the Executive Director or Deputy Executive Director with minimal instruction. Analyzes project steps, assigns tasks to support staff, conducts research, compiles information, and prepares reports. These projects may be complex and sensitive administrative, operational, and management analyses, studies, and research projects including those involving district-wide issues.
- Responds to and resolves difficult and sensitive citizen inquiries and complaints.
- Coordinates administrative support resources for the district to ensure efficient processes and results that support the district business needs; directs, and coordinates administrative staff to ensure smooth protocols of the executive director’s office and departments to ensure efficient day-to-day operations of the district.
- Acts as the Executive Director’s liaison by serving on various task force and work groups.
- Ensures that the staff provide excellent customer service to internal and external stakeholders and customers. Writes response communication to citizen inquiry to the Executive Director and Board of Directors; often handles sensitive issues on behalf of staff.
- Serves as the district archivist; responds to all open records requests and counsels management staff on public affairs information implications.
- Tracks news coverage; answers media inquiries; maintains historical records; coordinates requests for speakers.
- Writes and prepares letters to legislators; assists with analysis, and researches and prepares reports on legislation impacting the district.
- Prepares and delivers presentations on a wide variety of issues to the Board of Directors, Executive Team, and community groups.
- Participates in the development and implementation of goals, objectives, and priorities for assigned functions and programs; recommends and implements resulting policies and procedures.
- Manages the operations of the Executive Team by organizing meetings, following up on assignments, coordinating topics, and producing agendas for the meetings; serves on and/or chairs other committees as assigned.
- Represents the district as inter-departmental, inter-governmental, and community activities and meetings.
- Provides administrative support to the Executive Director, which includes reviewing, responding to and screening e-mails, phone calls, and mail; scheduling and coordinating meetings; managing calendar; editing documents; completing a wide variety of written and verbal reports and materials; orders office supplies.
- Prepares the Executive Director for meetings and/or special events, which may include travel arrangements, preparing meeting agendas and collateral materials; publicizing activities; recording meeting activities, transcribing and disseminating meeting minutes; scheduling; preparing and issuing invitations; coordinating and assembling applicable materials; setting up rooms; ordering meals and snacks; receiving attendance confirmations; makes professional development arrangements for the Board and executive staff; attends professional conferences, workshops and seminars as appropriate. noticing public meetings; recording meeting activities, transcribing and disseminating meeting minutes; scheduling; preparing and issuing invitations; coordinating and assembling applicable materials; setting up rooms; ordering meals and snacks; receiving attendance confirmations; makes professional development arrangements for the Board and executive staff; attends professional conferences, workshops and seminars as appropriate.
- Prepares Board materials with the Executive Team, Executive Director and board chair to ensure the Executive Director and Board of Directors are fully briefed and prepared for Board meetings. Schedules and attends meetings, sets-up meeting room, prepares board packets and minutes, and arranges meals.
- Prepares and reviews a variety of correspondence in support of the board.
- Prepares materials for board meetings with the Executive Director, staff and board chair. Schedules meetings and tour dates and internal planning schedule. Arranges for meeting location, travel arrangements, and meals. Ensures public meeting requirements are met; serves as technical resource to staff and managers on public meeting requirements; supervises preparation and distribution of board packets, ensures public notices and positing on website occur according to the planning schedule;
- Onboards incoming board members.
- Secures travel and training for all board members, and monitors mandatory/preferred training for board members. Reviews all travel expenses and associated forms for the board.
- Plans and coordinates a variety of events and activities for the Board.
- Organizes the board meetings; greets and explains the rules and procedures to the general public; area officials, and staff; works with facility staff in preparation for the meeting; records hard copy and audio meeting minutes; prepares minutes for public distribution.
- Prepares for in-person and virtual board meeting assuring that interested parties can participate in board meeting through either format.
- Ensures that all staff, board members and all citizens have appropriate access to the board and that all inquiries and requests are handled promptly; prepares and distributes communications to the board by the public.
- Coordinates measurement and status reports of the district’s Annual Action Plan.
- Acts as a Mandatory Reporter; reports incidents of child abuse/neglect.
- Performs other job-related duties as assigned.
KNOWLEDGE, SKILL, AND ABILITY REQUIREMENTS:
The individual in this classification is expected to possess and exhibit the following knowledge, skills and abilities.
Strong Knowledge of:
- Principles of organization and group dynamics;
- Principles and practices of program, policy, and procedure evaluation and development;
- Principles of public administration;
- Methods and techniques of data collection and research;
- Principles of business letter writing, editing, and report preparation;
- English usage, spelling, grammar and punctuation;
- Principles and practices of state and local legislative process;
- Principles and practices of record keeping and minute preparation;
- Public relations and customer service practices;
- Office procedures, methods and equipment including computers and software applications;
- Federal laws, state and local laws, Oregon Revised Statutes and Oregon Administrative Rules that are pertinent to the District; and
- Public records, and public meetings, including parliamentary procedures and functions;
- Consensus building and conflict resolution techniques.
Skill and Ability to:
- Think analytically with the ability to switch between tasks;
- Understand organizational culture and operations;
- Interpret and apply pertinent federal, state and local laws, codes, and regulations;
- Analyze problems, identify solutions, project consequences of proposed actions, and implement recommendations;
- Develop, implement, and interpret District policies, procedures, and regulations;
- Collect, evaluate, and interpret complex information and data;
- Organize and prioritize own work in a setting with frequent and rapid priority and assignment changes and additions coming from multiple sources in a fast-paced environment;
- Prepare clear and concise technical and administrative reports;
- Independently prepare correspondence and reports;
- Effectively present information and respond to questions from internal and external customers including Board members, committees and the public;
- Work independently, exercise initiative and good judgment;
- Proficiently operate office equipment and computer programs including database and/or information management systems, Microsoft Office programs including Outlook, Word, Excel, and Publisher;
- Pleasantly, diplomatically and tactfully communicate with all contacts;
- Effectively communicate with others verbally and in writing including by phone, e-mail or in person, and effective leverage public speaking techniques;
- Plan, organize, prioritize, delegate, and review work;
- Skill in diplomacy, working with confidential information, and represent the District at the highest level; and
- Create effective, cooperative and respectful working relationships with all contacts.
The following are minimum qualifications for this classification.
Education, Experience, and Training:
- Bachelor’s degree in business administration, public administration or related field; AND
- Five (5) years of progressively responsible administrative and analytical experience that demonstrates a strong understanding of district-wide operations and the role of local government; OR
- Any satisfactory combination of education, experience and training.
Licenses and Certifications:
- Possession of, or ability to obtain within 30 days of hire, a valid Oregon driver’s license.
- Possession of, or ability to obtain within 60 days of hire, a valid Oregon Public Notary Commission.
The following are working conditions, including environmental and physical demands, required for this classification.
- Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, to lift, carry, push, pull or otherwise move objects.
- Remain in a stationary position (sitting or standing) for extended periods of time, move about the office occasionally.
- Must be able to travel to locations in, around, or outside the greater Bend area.
- Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to others’ work accurately, loudly or quickly.
- Perceiving the nature of sounds at normal speaking levels with or without correction and having the ability to receive detailed information through oral communication and making fine discriminations in sound.
- Making substantial movements (motions) of the wrists, hands, and/or fingers.
- Ability to have clarity of vision at 20 inches or less.
- Ability to maintain sustained concentration on computer screens; use keyboards and a variety of peripherals.
- Ability to work and maintain focus in a work environment with moderate noise (e.g., working around others making periodic phone calls or having conversations) and with frequent interruptions.
- Requires crouching, bending, kneeling or reaching to perform filing activities.
- Ability to regularly attend evening meetings and work occasional weekends for assignments.
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