Executive Secretary to the Superintendent

Executive Secretary To The Superintendent

Anderson, SC

The purpose of this classification is to provide confidential administrative and clerical support services to the Superintendent, Board of Trustees, and District personnel. Responsible for assisting to establish the proper atmosphere for the office, and to work cooperatively to provide the best educational system available to students in the District.

Essential duties include:

• Acting as secretary to the Superintendent, providing administrative support through arranging and scheduling appointments, meetings, travel arrangements, and communicating advice and direction from the Superintendent.
• Acting as secretary to the Board of Trustees, providing administrative support in polling members to special meetings, committee meetings, public hearings, and coordinate meeting locations, technical requirements, and catering arrangements.
• Providing customer service by screening incoming calls, assisting visitors, and directing calls and guests appropriately.
• Maintaining a calendar of deadlines, meetings, and other events for the Superintendent.
• Staying abreast of current issues and affairs in the District to project a professional image of the Superintendent's office, and to relay information to personnel or the public.
• Maintaining confidential files for the Superintendent to include personnel, student matters, and principal evaluations.
• Conducting interviews with personnel, parents, students, and other patrons wishing to discuss problems or concerns with the Superintendent.
• Attending regular Board of Trustees meetings, special meetings, committee meetings, work sessions, public hearings, or retreats as needed.
• Recording proceedings of Board of Trustees meetings, transcribing and editing minutes, preparing final copies for official records, and posting official copies to the District's website.
• Maintaining current files of Board policies and disseminating new and/or revised policies to District administrative staff and school administrative staff.

Additional duties include:

• Reviewing all incoming mail and routing to appropriate administrative staff member.
• Informing Superintendent of situations regarding school issues.
• Preparing agendas and supportive materials for the Superintendent's Leadership Team, Board of Trustees meetings, and other meetings; disseminating meeting notices to the media.
• Preparing weekly attendance reports for the Superintendent's office and submitting to the payroll office; reconciling credit card statements.
• Maintaining permanent filing systems for the Superintendent's office, and minimal filing systems for the Board of Trustees.
• Coordinating the annual Retirement Banquet.
• Designing documents and brochures.
• Preparing and disseminating Inclement Weather Procedures.
• Preparing purchase and warehouse orders as required.
• Maintaining current listings of telephone and address information for personnel, specific groups, and emergencies.
• Providing administrative support to the Superintendent for Opening Day activities.
• Performing clerical duties to include drafting letters and memorandums, placing telephone calls, and requisitioning office supplies.

Knowledge, skills, and abilities include:

Knowledge of school district operations, services, and policies; Knowledge of general office procedures and protocols; Knowledge of financial rules, regulations, laws, and procedures; Good interpersonal skills and abilities; Ability to prioritize and multitask effectively; Ability to make concise independent decisions; Advanced secretarial skills; Ability to communicate effectively orally and in writing; Knowledge and proficiency in Microsoft Office, and various software applications; Knowledge of Robert's Rules of Order parliamentary procedures; Good organizational skills. Ability to take dictation (shorthand or equivalent).

Tools and equipment usage include:

Use computers for data entry; or use hand-held power equipment or light machinery; Use computers for word processing, spreadsheets, PowerPoint presentations or custom applications. Use electronics or complex software, hardware, or network systems; operate, complex machinery; Use fax machine, collating machine, postage machine, laminating machine, and other related office equipment.

Education: Completion of high school/GED. Education may be substituted for experience. Some college preferred.

Experience: 3 years previous experience with a school district in another secretarial position. Experience may be substituted for education.

Licenses required: None

Certification required: A highly qualified certification is preferred.

Physical requirements activities: Standing under 1/3 of the time; Walking under 1/3 of the time; Sitting over 2/3 of the time; Gripping or feeling with hands none of the time; Reaching with hands and arms under 1/3 of the time; Climbing or balancing none of the time; Stooping, kneeling, crouching, or crawling under 1/3 of the time; Talking or hearing 1/3 to 2/3 of the time; Tasting or smelling none of the time.

Lifting: Up to 10lbs under 1/3 of the time; Up to 25lbs none of the time; Up to 50lbs none of the time; Up to 100lbs none of the time; More than 100lbs none of the time.

Vision requirements: No special vision requirements

Working conditions and hazards: Indoor environment.