Job No: 541800
Work Type: Full-time
Location: PHOENIX,TUCSON,VARIOUS-STATEWIDE
Categories: Administrative Support/Customer Service
ARIZONA STATE SCHOOLS FOR THE DEAF AND THE BLIND ASDB serves over 2,000 children who are blind, visually impaired, deaf, hard of hearing or deafblind from birth to grade 12
Executive Assistant to the Board
Job Location:
Address: 11620 N Copper Spring Trail Oro Valley, AZ 85737 or 7654 N 19th Ave Phoenix, AZ 85021
Posting Details:
Salary: $40,806-$49,742
Grade: 12
Closing Date: Open Until Filled
Job Summary:
The Executive Assistant to the Board of Directors is responsible for facilitating complex administrative functions and providing highly responsible staff support for the Superintendent and the Board of Directors.
This position may be available for remote work within Arizona.
The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State's Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.
Job Duties:
Essential duties include, but are not limited to:
Record, produce, disseminate, and archive the official record of all Board of Directors meetings and prepare materials and logistics necessary for Board activities.
Provide high-level administrative support by handling information requests, preparing reports, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings.
Exercise independent judgment and make decisions that have an impact on matters of significance and organizational operations.
Utilize broad organizational knowledge to accurately apply and interpret agency policies, rules, and regulations.
Travel across agency sites and meeting locations as necessary to fulfill job responsibilities.
Perform other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
Knowledge, Skills & Abilities (KSAs):
Knowledge of:
Policies, procedures, and programs of the immediate work unit
Principles and practices of administration and management
Agency or program rules, regulations, and operating procedures
Administrative and clerical procedures and systems such as word processing, file and records management, transcription, and the design of professional forms and office workflows.
Principles and processes for providing high-quality personal and customer service, including stakeholder needs assessment, service quality control, and satisfaction evaluation.
Pertinent federal, state, and local laws, codes, rules, regulations, and statutes governing public entities, state education, and board administration.
Demonstrated Skills & Ability to:
Active Listening - Giving full attention to what people are saying, taking time to understand the points being made, asking questions when appropriate, and not interrupting at inappropriate times.
Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
Writing - Communicating effectively in writing as appropriate for the needs of the audience.
Speaking - Talking to others to convey information effectively.
Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.
Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making.
Time Management - Managing one's own time and the time of others.
Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Selective Preference(s):
Five (5) years of executive-level administrative experience, preferably supporting a governing board or senior-level executives, is required.
An Associate's Degree, two-year technical certificate, or a Bachelor's degree in a related field is highly preferred; an equivalent combination of education and high-level administrative experience will be considered.
Proficiency with the Microsoft Office Suite (e.g., Excel, Word, PowerPoint) or Google Workspace (e.g., Docs, Sheets, Slides), alongside demonstrated experience navigating State of Arizona operational systems, such as the Arizona Procurement Portal (APP) and the Time and Attendance Management System (e.g., HRIS, AZ360).
Experience utilizing electronic board document management programs (e.g., BoardDocs, Diligent).
Proficiency in conference call, video conferencing, and virtual meeting management.
Proficiency in the structure and content of the English language, including advanced rules of composition, grammar, spelling, and professional writing mechanics.
American Sign Language (ASL) skills preferred.
Pre-Employment Requirements:
Must be able to pass FBI and State background check or valid IVP Fingerprint Clearance Card as position requires by policy or Statute
Defensive Driver Training Program to be completed by all agency personnel that drive on State business.
If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver's License Requirements. (https://publicstorage.dc4.pageuppeople.com/1045/ClientPublicFile/3601803f-02e5-4b70-b325-26c8ef309c1b.pdf)
All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
Benefits:
Benefit-eligible employees have a variety of choices for medical, dental, vision, short-term disability, supplemental, and dependent life insurance. Offered plans provide exceptional value to our employees and their eligible dependents. Employees have 31 days from the effective date of hire to elect coverage. Elected benefits could start as early as 2 weeks after hire. Benefit-eligible employees are automatically covered for basic life, non-smokers, accidental death and dismemberment, and seat belt insurance. Benefit Options also offer Employee Self-Service, Wellness, Tuition Discount, Travel Reduction, Auto & Home Insurance, and Purchase Discount Programs.
By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.
Learn more about the Paid Parental Leave program here (https://hr.az.gov/about/resources/family-leave-expansion) . For a complete list of benefits provided by The State of Arizona, please visit our benefits page (https://benefitoptions.az.gov/jobseekers)
Retirement :
Benefit-eligible employees are automatically enrolled in the State's retirement plan and long-term disability (LTD) program. Enrollment is mandatory and is subject to a 26-week waiting period before initial enrollment. Employees may also choose to participate in a deferred compensation program to take advantage of tax-deferred retirement investments.
Contact Us:
For more information, contact the Recruiter at: HumanResources.Recruitment@asdb.az.gov
520.770.3714
