Executive Administrative Assistant/Clerk Of The Board, Central Office

Executive Administrative Assistant/Clerk of the Board

Central Office

2023-2024

Montgomery County Public Schools is seeking an experienced professional to provide high-level administrative support to the Superintendent's Office through the performance of varied and complex duties.

Duties include, but are not limited to, the following:

1.Executive Administrative Assistant

• Work in a fast-paced office environment while completing tasks in a timely manner

• Maintain an unquestionable degree of confidentiality

• Perform clerical and administrative tasks for the Superintendent and Assistant Superintendent

• Assist in the successful execution of division events

• Coordinate the calendars of the Superintendent and Assistant Superintendent

• Collaborate with employees throughout the division

• Create drafts of highly confidential materials, documents, and correspondence

• Maintain records and ordering supplies

• Complete Bookkeeping, reconciling, and compiling financial reports

• Answer incoming phone calls in a prompt, courteous, and professional manner

• Maintain cooperative working relationships with parents, staff, and other division personnel

• Coordinate travel arrangements

• Support all communications generated from the Superintendent's Office

• Other duties as assigned by the Superintendent

2.Clerk of the Board

• Keep in a separate volume the minutes of the meetings of the school board, including all bids submitted on any building, material, supplies, work, or project to be let to contract by such school board, and in another volume a receipt and disbursement record as prescribed by the Board of Education and shall keep on file vouchers, contracts, and other official papers. They shall be subject to such periodic examinations as shall be prescribed or approved by the Board of Education. The clerk may keep such volumes, vouchers, contracts, and other official papers electronically. The clerk shall discharge, under the general direction of the division superintendent, such other duties in connection with the business of the school division as may be required by the school board or the Board of Education. (Code of Virginia, § 22.1-77).

• Prepare official correspondence for the school board members through the chairman.

• Be responsible for changes, updates and maintenance of the school board policy manual.

• Prepare and distribute public notice for all meetings of the school board, prepare follow-up to board action and disseminate minutes and other information to appropriate departments and individuals.

• Prepare and distribute school board agendas and communicate the annual school board meeting calendar

• Attend School Board regular meetings, public hearings, work sessions, and retreats, as required, documenting actions and discussion.

• Create and edit minutes of School Board meetings and maintains approved legal records of all School Board actions, as required by the Code of Virginia.

• Schedule, attend, and provide essential administrative support for closed meetings, ensuring confidentiality of materials and compliance with legal requirements.

• Validate all legal records requiring the signature of the Clerk of the Board and oversee the administrative activities and operations assigned to the School Board office.

3.FOIA Officer

• Serve as the school division's Freedom of Information Act Officer

Qualifications*:

Required:

• High School diploma or equivalent

• Three years of administrative assistant or equivalent experience

• Strong interpersonal and written and spoken communication skills

• Excellent organizational skills and attention to detail

• Advanced skills with Microsoft, Google Suite, and related applications

• Licensed or be eligible for licensure as a Notary Public in Virginia

• Must be bondable

• Ability to be dependable and punctual

Preferred:

• Bachelor's degree

• Experience with Tyler Technologies/MUNIS and BoardDocs

• A minimum of three years of administrative assistant experience in a PK-12 setting

• Such alternatives as may be found appropriate and acceptable