Do you want to be part of an outstanding team that supports the state’s 2,000+ local educational agencies in providing a world-class education to all California’s students? Are you passionate about problem solving and analytical support for California schools? If you are interested in working in an exciting environment surrounded by a team of enthusiastic and self-motivated people, then look no further! The Operations and Branch (OAB) of the California Department of Education is the right team for you. Under the direction of the Deputy Superintendent of the Operations & Administration Branch (OAB), the Executive Assistant (EA) works in a collaborative capacity with Division offices to provide independent and complex analytical, fiscal, and technical support for the OAB. Specifically, the EA will be responsible for the following duties:

• Manage the office of the Deputy Superintendent; establish office procedures and advise Division support staff in their implementation; maintain confidential files for Branch staff including legal, administrative, and personnel materials; serve as the attendance clerk to prepare and process time sheets for the Branch; and train division contacts. Track, review, and distribute all incoming correspondence including priority documents such as State Board agendas, memos, and waivers, contracts, invoices, legislative bill analyses, and letters to the field; use the Department’s electronic tracking system to track all documents coming into the Branch Office for review and approval; distribute materials to Branch staff for review as appropriate; gather data and informational materials for the Branch Deputy on matters relating to office procedures, including accounting, budgeting, contracting, and personnel as needed; and independently resolve clerical problems within the Branch or propose alternative recommendations for action to the Deputy Superintendent.
• Maintain the Deputy Superintendent’s calendar; prepare and collect materials for presentations; coordinate and schedule appointments, conference calls, meetings, and secure meeting site location, submit security forms, and reserve equipment as necessary; arrange travel schedules, submit conference registrations, and make necessary travel reservations; and prepare travel plans, travel advances, and reimbursements as needed.

You will find additional information about the job in the Duty Statement.
Working Conditions

• Manage the office of the Deputy Superintendent; establish office procedures and advise Division support staff in their implementation; maintain confidential files for Branch staff including legal, administrative, and personnel materials; serve as the attendance clerk to prepare and process time sheets for the Branch; and train division contacts. Track, review, and distribute all incoming correspondence including priority documents such as State Board agendas, memos, and waivers, contracts, invoices, legislative bill analyses, and letters to the field; use the Department’s electronic tracking system to track all documents coming into the Branch Office for review and approval; distribute materials to Branch staff for review as appropriate; gather data and informational materials for the Branch Deputy on matters relating to office procedures, including accounting, budgeting, contracting, and personnel as needed; and independently resolve clerical problems within the Branch or propose alternative recommendations for action to the Deputy Superintendent.
• Maintain the Deputy Superintendent’s calendar; prepare and collect materials for presentations; coordinate and schedule appointments, conference calls, meetings, and secure meeting site location, submit security forms, and reserve equipment as necessary; arrange travel schedules, submit conference registrations, and make necessary travel reservations; and prepare travel plans, travel advances, and reimbursements as needed