Confidential Secretary to the Superintendent

Administrative Assistant

Position Purpose: Under the direct supervision of the Superintendent, to provide a wide variety of complex and confidential administrative and secretarial support to the Superintendent; communicating information on behalf of Superintendent to district employees, parents, other school districts, public agencies, etc., ensuring compliance of Superintendent's office with administrative requirements; and address a variety of issues and/or provide general support necessary to ensure efficient and effective school district operations.

Essential Functions:

• Composes routine and complex documents (e.g. executive summaries, correspondence, policies, bulletins, reports, job postings, etc.) for the purpose of communicating information to school and district personnel, students, parents, the public, and others.
• Prepares copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees, Board members, parents, and the public regarding meetings, activities, events or other work-related matters.
• Assists the Superintendent in preparing and distributing agendas for meetings.
• Attends meetings as assigned for the purpose of conveying and/or gathering information required to perform functions and meet record-keeping obligations.
• Maintains the daily/weekly/monthly calendar of the Superintendent to coordinate the scheduling of work-related appointments, activities, meetings, etc.
• Maintains calendar of school district events for the purpose of coordinating and scheduling district activities.
• Maintains documents, and records for the purpose of providing up-to-date reference, retrieval, and audit trail for the Superintendent and for compliance.
• Maintains application system, including the posting of job vacancies, distribution of applications, etc.
• Maintains personnel records and files as required, including certification forms and retirement records.
• Assists visitors to the office, including students, parents, substitutes teachers, maintenance workers and others.
• Process incoming mail for the purpose of sorting items in terms of importance and known priorities; send outgoing mail.
• Responds to inquiries (including telephone calls) from parents and employees, providing information, facilitating communication among parties and/or providing direction.
• Maintains Home School program.
• Maintains district's Absence Management program.
• Maintains district's Volunteer List.

Additional Duties: Performs other related duties, as assigned by the Superintendent.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Knowledge, Skills and Abilities:

• Ability to establish and maintain cooperative working relationships with others.
• Ability to carry out instructions furnished in written or oral form.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, PowerPoint).
• Ability to problem-solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees and others, financial information, collective bargaining information, etc.
• Organizational, scheduling, and time management skills.
• Knowledge of office management procedures.

Qualification Profile: Any combination of education and work-related experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to: Graduation from high school; Associates Degree with course work in business, word processing, office procedures and record keeping preferred; Successful experience of an increasingly responsible nature in public service, and executive administrative assistance or executive secretarial position.

Highlands is an EOE