Executive Administrative Assistant To The Superintendent Of Schools

Executive Administrative Assistant to the Superintendent of Schools

Organizational Unit: District

Reports to: Superintendent of Schools

Work Year: 12 month

General Job Description:

Under the direct supervision of the Superintendent, the primary responsibility of the Executive Administrative Assistant to the Superintendent of Schools shall be to assist in assuring the smooth and efficient operation of the School District. This position provides administrative support to the Superintendent and Board of Education.

Essential Functions and Responsibilities:

• Provides clerical and administrative support to the Superintendent of Schools.

• Serves as liaison to all other central and business office administrative support personnel.

• Screens telephone calls, ascertains the nature of business, handles personally when possible, and refers to the proper official or department as appropriate.

• Attends all Board of Education meetings as requested. Provides services to the Board of Education, including preparation, organization, and communication around Board of Education Meetings. Prepares and distributes Board of Education meeting agendas, materials, and meeting minutes.

• Performs the function of recording secretary to the Board of Education.

• Maintains the Board of Education Policy Manual.

• Supports upkeep of the District website related to the office of the Superintendent and the Board of Education.

• Support communication to the community regarding district news and events.

• Coordinates various activities for the School Board and the Superintendent (meetings, receptions, luncheons, workshops, travel/accommodations, etc.).

• Serves as the records custodian for the district, ensuring that all records are maintained in accordance with legal regulations.

• Serves as the District's Freedom Of Information Act officer, participating in ongoing training to ensure compliance with state regulations.

• Compiles data from a variety of sources (i.e., agenda items, payroll, budget, etc.) for the purpose of complying with financial, legal, and/or administrative requirements.

• Interfaces with all levels of staff within the District and with local and regional governmental bodies as required and appropriate.

• Performs other duties as necessary and assigned by the Superintendent of Schools.

Job Requirements: Minimum Qualifications

Knowledge, Skills, and Personal Attributes:

Knowledge

• Must have proficient knowledge in the following areas:

• High school diploma or equivalent required; post-secondary education/training preferred.

• A minimum of 3-5 years of administrative/secretarial experience in a school environment.

• Any equivalent combination of experience and education will be considered.

• Proficiency in various computer applications in a network environment requiring word processing functions, spreadsheets, presentation software, and database applications.

Skills

• Must demonstrate the following skills:

• Demonstrates leadership skills and a high degree of independence and initiative.

• Demonstrates the ability to meet deadlines while managing multiple projects and events simultaneously.

• Demonstrates the ability to work as a member of a team.

• Demonstrates the ability to maintain confidentiality.

• Ability to work collaboratively with diverse stakeholders.

• Demonstrates excellent verbal and written communication skills in English.

• Demonstrates excellent organizational skills. Maintains a productive and efficient organizational system for all correspondence and records.

• Demonstrates the ability to work independently using good judgment.

Abilities- Must maintain strict confidentiality in performing the duties of Executive Administrative Assistant to the Superintendent. In addition, the following attributes must be demonstrated:

• Be honest and trustworthy.

• Be respectful.

• Possess cultural awareness and sensitivity.

• Be flexible and able to anticipate the needs of the district and community.

• Demonstrate sound work ethics.

Work Environment

The usual and customary methods of performing the job functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, frequent stooping, kneeling, crouching, and/or crawling, and significant fine finger dexterity. Generally the job requires 90% sitting and 10% walking. This job is performed in a generally clean and healthy environment.

Experience: A minimum of 3-5 years of administrative/secretarial experience in a school environment.

Education: High school diploma or equivalent required; post-secondary education/training preferred.

Clearances: Criminal Background Clearance & Pre-Employment Medical Clearance

FLSA Status: Non-exempt

Updated: 11/23