JOB TITLE:                                            EXECUTIVE ASSISTANT                  
DEPARTMENT:                                      District Office 
REPORTS TO:                                       Superintendent
FLSA STATUS/CLASSIFICATION:       Non-Exempt; Classified
SUPERVISORY DUTIES:                      none
APPROVED ON:                                   10/14/2026

 
SUMMARY:  This position provides moderately complex secretarial office support services to the District Superintendent and governing board.
 
ESSENTIAL DUTIES & RESPONSIBILITIES:

• Provides secretarial office support for the District Superintendent
• Schedules appointments, meetings and manages office calendar
• Schedules board and administrative meetings
• Takes, transcribes, prepares and distributes board and administrative meeting agendas and minutes
• Prepares meeting materials and handouts
• Answers telephones, responds to routine to moderately complex inquiries related to Superintendent's Office and/or directs inquiries to appropriate staff or department
• Arranges travel plans and reservations
• Initiates, composes and proofreads correspondence, memorandums and reports
• HR - Employment Services
• Conducts research for Superintendent
• Creates, maintains and updates hard copy and database files and records on staff certifications, personnel records, invoices, and expenses
• Arranges for repair and servicing of office equipment
• Prepares yearly district calendar, district forms, charts, and related materials
• Prepares work and requisition orders for supply and service requests
• Required State Reporting 

 
KNOWLEDGE, SKILLS & ABILITIES:

• Knowledge of the Fort Huachuca Accommodation School District rules, regulations, policies and Procedures
• Knowledge of general office business operations and practices
• Knowledge of database files and records management
• Knowledge of business English, grammar and composition practices and methods
• Knowledge of computer hardware, software and peripheral equipment
• Knowledge of customer service methods and techniques
• Ability to speak and read English proficiently
• Skill in operating and maintaining a variety of business office, computer hardware, software and peripheral equipment
• Skill in maintaining, updating, and retrieving database and hard copy files and records
• Skill in preparing reports, transcriptions, minutes, spreadsheets, memorandums and correspondence
• Skill in maintaining confidentiality of information
• Skill in following oral and written instructions
• Skill in establishing and maintaining effective working relationships

QUALIFICATIONS & REQUIREMENTS:
Education & Experience: 

• High School diploma or equivalent
• Three (3) years previous office clerical experience (Preferred)
• Criminal justice/Fingerprint clearance
• Maintain requirements for access to Fort Huachuca

Any equivalent combination of training, education and experience that meets minimum requirements
 
Computer Proficiency:  Demonstrated general proficiency in computer programs such as Microsoft Excel, Word and Outlook.
 
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 the 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 required to reach with hands and arms.  The employee is frequently required to sit and occasionally stand and walk.  The employee may be required to move ten pounds and could occasionally lift or move up to twenty-five pounds.  
 
WORK ENVIRONMENT:
This position regularly works indoors.  The noise level in the work environment is generally quiet to moderate and may become excessively noisy at times.   Will have contact with employees, external agencies and the public.
 
Disclaimer: The duties and responsibilities identified in this position description are illustrative only and are in no way intended to be a complete list of activities that may be required of an incumbent.  The information contained in this job description is for compliance with the American Disabilities Act (ADA) and is not an exhaustive list of duties performed for this position.  Additional duties are performed by the individual currently holding this position and additional duties may be assigned.