Summary Description:

 

This position provides administrative assistance to the Superintendent in supporting the operation of the school division and serves the Superintendent in all areas of clerical/administrative support, to include working independently to manage all responsibilities of the office.  

 

Qualifications:

• Six years of increasingly responsible secretarial experience including four years of experience as a secretary to a key administrator preferably within a similar setting
• High School Diploma required; any combination equivalent to an A.A. degree in office management or business administration highly preferred
• Notary Public

Knowledge, Skills, and Abilities:

• Knowledge of office management, business practices, files and record keeping systems
• Knowledge of proper language usage, grammar, and spelling
• Knowledge of public administration, supervisory principles and public relations
• Exhibit high level of professionalism, tact, confidentiality and discretion with information and communications received and given
• Perform a wide variety of responsible, administrative tasks; coordinate work proactively and anticipate upcoming meetings and deadlines
• Understand and follow intricate oral and written instructions
• Change and adapt office procedures and details to changing needs and requirements
• Meet and deal effectively with officials, administrators, teachers, parents, and the public
• Keyboard at 65 words per minute; ability to take shorthand, brief hand, and machine or computer dictation at 100 words per minute preferred
• Possess computer literacy to include skill in Word, Powerpoint, Excel, Adobe Acrobat DC, Google Mail/Calendar, and Munis (preferred)
• Communicate effectively, orally, and in writing
• Compose correspondence effectively and independently
• Manage priorities and remain flexible and calm in a fast changing environment

Essential Duties:

 

Essential duties are interpreted as being descriptive and not restrictive in nature.  Other duties may be assigned. 

• Organizes and coordinates workflow through the Superintendent’s office.
• Coordinates preparation and assembly of materials, agendas and packets required for School Board meetings.
• Plans, organizes, prioritizes and executes complex administrative and/or research projects, communication, and functions as assigned by the Superintendent.
• Independently composes correspondence reports, memos, and other materials for the Superintendent
• Schedules appointments, cabinet meetings, principal meetings, and other meetings and conferences for the Superintendent; makes necessary arrangements for meetings; follows up after the meetings with appropriate documentation as directed.
• Organizes and maintains files for the Superintendent’s office and the School Board, and supervises maintenance of general files and records for the division.
• Communicates advice and instructions from the Superintendent to others in the division and the schools.
• Acts as liaison between the public and the Superintendent as necessary.
• Transcribes minutes of meetings, conferences, and policy-making bodies as directed; takes confidential dictation.
• Assists in establishing the proper atmosphere for the Superintendent’s office.
• Receives mail, routes letters, information, circulars and other items to cabinet members as appropriate.
• Receives incoming calls and visitors to the Superintendent’s office, directs callers to the appropriate persons; makes appointments for the Superintendent as directed.
• Interprets and applies division policies, rules, regulations, procedures, and laws.
• Maintains records in compliance with appropriate records retention schedules.
• Prepares requisitions, vouchers, and other budget data; performs bookkeeping work as assigned
• Understands the community and division operations as necessary to carry out assigned responsibilities.
• Establishes and maintains effective working relationships with staff and with the general public.
• Serves as Deputy Clerk of the School Board in absence of Clerk of the School Board.
• Performs other comparable duties of a like or similar nature as assigned.

Pay Rate:

 

Executive Administrative Assistant Grade C10 Salary Scale (credit is based on years of full-time experience in a related position)

 

Assignment:
Full time / 12 months / 245 days

 

Start Date:

This position is effective January 1, 2025