Secretary to Superintendent

Secretary to Superintendent

The role of the secretary to the Superintendent involves the coordination of all secretarial duties of the Superintendent's office and/or the working with the SBCISD Board of Trustees. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public. Responsible for on-site leadership of clerical employees assigned.

High school diploma or GED; Bilingual preferred

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

Five years experience as a secretary

Organize and manage routine work activities of the Superintendent's office including answer phones, open mail and direct to Superintendent or other departments, greet and meet with parents, set appointments and maintain calendar.

Type correspondences, memos, and reports for Superintendent's office, greet visitors and respond to routine inquiries from staff and public, refer appropriate inquiries/problems to campuses if parent has not followed chain of command to proper department in the Administration Building.

Make travel arrangements for meetings and conferences as well as registration for SBCISD Board of Trustees. Process purchase orders for Board travels, meeting reminders, weekly report to all board members and keep track of their credit hours.

Pay cellular phone bills for several departments in the district.

Maintains daily/weekly/monthly calendar for the purpose of coordinating the scheduling of work-related appointments, activities, meetings, etc.

Assists in planning and scheduling events and activities, and maintaining a calendar of events.

Prepares copies and distributes notices, memoranda, or other correspondence for the purpose of informing school employees, students, parents, and others regarding activities, events or other work-related matters.

Attends meetings for the purpose of conveying and/or gathering information required to perform functions.

Receive, sort, and distribute mail and other documents to Superintendent and/or Board of Trustees Scheduling of meetings in the Board Room and the Executive.

Oversee the custodians at the Administration Building.

Responsible for work orders for the Administration Building.

Take care of the Alarm and sprinkler system.

Maintain confidentiality All other duties as assigned by supervisor

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Employee Signature: Date

Administrator Signature: Date

San Benito Consolidated Independent School District