School Committee Confidential Secretary (Clerk)

School Committee Confidential Secretary (Clerk)

Under the direct supervision of the School Committee the purpose of the position is to perform secretarial duties on behalf of the School Committee. It is anticipated that the School Committee Confidential Secretary (Clerk) will typically work an average of 8 hours per week. An employee in this position must function at an experienced administrative level with superior technology and organizational skills. The employee will be responsible for maintaining all meeting agendas, minutes and artifacts thereof, as well as attending to School Committee matters. School Committee Meetings are typically held in the evenings, sometimes in the afternoon.

Primary Responsibilities:

• Post meeting agendas and minutes to the Secretary of State's Open Meetings site in accordance with state law.
• Make agendas and artifacts publicly available via the school district's website and BoardDocs.
• Maintain paper copies of agendas and artifacts to be archived at the school.
• Attend meetings and workshops of the school committee and subcommittees thereof and record meeting minutes.
• Communicate with school committee members regarding meeting schedules and when requested by Superintendent or their designee.
• Assist School Committee members in attaining the required annual Professional Development (PD) hours.
• Track School Committee member PD hours and give to HR to place backup in personnel folders.
• Complete requests for external PD credit through RI Association of School Committees (RIASC), as appropriate.
• Attend Open Government summit annually and assist with adherence to Open Meetings Act (OMA).
• Support policy management via BoardDocs.
• Maintain current printed versions of Policy Manual.
• Ensure that most recent versions of Policies are available to the staff and public via the district website and BoardDocs.
• Support the unique tasks of subcommittees.
• Ensure timely follow-up of requests made by committee members at meetings.
• Ensure that public input and topics for future agendas are communicated to the Superintendent and their Administrative Assistant as soon as possible.
• Assist with Agenda development as requested by Superintendent or their designee.
• Ensure meeting preparation details are attended to such as communication with and accommodations for speakers or guests, overhead viewing of materials, and print-outs as needed.
• Post Annual Notice of Meetings on Secretary of State's Open Meeting site in accordance with state law.
• Ensure that meeting Agenda has been sent to Union Presidents and Town Council President.
• Coordinate recording of meetings and follow-up to make sure the recording is available on the district site.
• Ensure that BoardDocs licenses are current and that migrations to updated version occur.

Other Responsibilities:

• Perform other duties as may be directed by the Superintendent of Schools or School Committee.
• Perform secretarial duties including processing and creating correspondence for the School Committee.
• Perform record keeping tasks for all school committee meetings.
• Operate a computer to enter, retrieve, review or modify data of the School Committee using word processing, database and other software programs essential to the function.
• Maintain all files needed by the School Committee.
• Work with district personnel on district policy and procedure manual.
• Responsible for School Committee correspondence, meeting minutes and agenda postings, and files, in accordance with district procedure and policy, and per RI General Laws.
• Any other duties or task as directed by Superintendent, his/her designee, or School Committee Chair.