Executive Assistant To The Superintendent

"Primary Purpose:Ensure the efficient operation of the superintendent's office and provide clerical services to the Superintendent and Board of Trustees. Work under minimum supervision and direct the work of clerical employees assigned. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.

Qualifications:Education/Certification:
High school diploma or GED

Special Knowledge/Skills:
Knowledge of school district organization, operations, and administrative policies.
Ability to read and comprehend instructions, short correspondence, and memos.
Ability to make independent decisions regarding planning, organizing, and scheduling.
Excellent public relations, organization, communication, and interpersonal skills.
Ability to use software to develop spreadsheets, perform data analysis, and do word processing.
Ability to multi-task numerous complex administrative activities.

Experience:
Three years or more advanced secretarial experience with extensive contact with people
Prior experience in executive office of public school district or another entity, preferred

Major Responsibilities and Duties:Records, Reports and CorrespondenceOrganize, prepare and post official board agenda and records for board meetings and timely distribute to board members, administrators, principals, media and others as required.
Record minutes of executive staff and board meetings as required.
Prepare all correspondence, memoranda, and reports for superintendent.
Comply with policies, established by federal and state laws and regulations, and local board policy.
Compile information and prepare reports as needed.
Coordination of packets, contracts, calendar of events, deadlines, notifications for elections, grievances, policy book, board training hours and public information requests.
Review and distribute mail for Board of Trustees and Superintendent.

Reception, Phones and Community RelationsSchedule appointments and maintain superintendent's calendar.
Greet visitors and answer incoming calls and handle questions from public, outside agencies, board of trustees, and staff. Refer appropriate inquiries or problems to the superintendent.
Community relations/events; Coordinate events with the community. (Lions' Club, VFW, etc.)
OtherOrganize and manage routine work activities of the executive office.
Compile and maintain physical and computerized files, including board minutes and closed session records.
Assist with travel arrangements for board members and administrators as needed, including making hotel reservations and turning in conference registration forms.
Notary - notary duties for the district administration office.
Maintain confidentiality of information.
Follow district safety protocols and emergency protocols.
District-wide
Maintain organization of records retention files; Coordinate with campus staff, set up and maintain list of records, destruction with appropriate approval.
Maintain organization of district website pages for Board of Trustees, Superintendent, and general overview for the District.
Supervisory Responsibilities:Monitor the work and issue work assignments to the central office receptionist.
Equipment Used:Standard office equipment including personal computer, printer, copier, IPAD, and fax machine.
Working Conditions:Mental Demands/Physical Demands/Environmental Factors:
Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Repetitive hand motions; including frequent keyboarding and use of mouse; occasional reaching.
Occasional light lifting and carrying (less than 15 pounds)
May work prolonged or irregular hours; occasional districtwide travel.
Work with frequent interruptions; maintain emotional control under stress.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.