Administrative Assistant to the Superintendent

Executive Administrative Professional

Highly organized and detail-oriented executive administrative professional with extensive experience supporting executive leadership and governing boards. Skilled in coordinating Board of Education meetings, preparing agendas and official minutes, managing confidential records, overseeing office operations and budgets, ensuring compliance with governance requirements, and providing exceptional administrative support to the Superintendent. Proven ability to manage multiple priorities, maintain strict confidentiality, communicate effectively with diverse stakeholders, and promote professionalism, collaboration, and organizational excellence.

Certification Requirements and Qualifications

Minimum of an associate's degree in business communications, Human Resources, Public Administration, Organizational Management, or a related field.

Demonstrated ability to maintain confidentiality and efficiently carry out the responsibility of the Office of the Superintendent with a high level of professionalism, respect, and courtesy.

Five (5) years of related job experience required; preference given to candidates with experience in a Michigan Public School Office.

Demonstrated ability to work independently and make decisions in accordance with established policies and procedures.

Expert level written and verbal communication skills, strong decision-making ability and attention to detail including Microsoft Office applications (Excel, Word, PowerPoint, Calendar, Outlook etc.).

Proficiency in AS400 preferred

Demonstrated ability to work independently and effectively manage multiple projects/tasks of varying complexities in a fast-paced environment.

Notary public or willingness and ability to become one.

Ability to apply technology to streamline the Office of the Superintendents and the Board of Education processes.

Experience with The Open Meetings Act (OMA) rules and regulations.

Demonstrated success collaborating with all staff classifications in performing job duties.

Ability to successfully pass a background check.

Successful completion of a basic skills test and computer proficiency test.

Such alternatives to the above qualifications as the administration may find appropriate and acceptable.

Required Skills

Ability to work cooperatively and professionally with colleagues, administrators, and staff.

Strong commitment to providing exceptional customer service.

Effective oral and written communication skills.

Ability to work independently with accuracy and exercise sound judgment.

Capacity to manage multiple tasks in a fast-paced environment with accuracy and attention to detail.

Strong organizational, analytical, and problem-solving skills.

Demonstrates initiative and adaptability when assigned multiple responsibilities.

High degree of efficiency, accuracy, and accountability.

Demonstrated exceptional discretion and professionalism in the management of confidential executive communications, legal documents, personnel files, and student records.

Essential Duties and Responsibilities

Preparing, processing, and maintaining minutes, postings, and records of Board meetings.

Coordinate and prepare agendas and other materials for Board of Education meetings, District-wide Administrator meetings, and Committee meetings.

Schedule and coordinate meetings, appointments, facilities, travel, and conference arrangements.

Consistently promotes fairness, respect, and multiple perspectives in all responsibilities.

Disseminates Board meeting agenda and background material to appropriate administrators, association officers and members of the media.

Responsible for Board meeting preparations including room and table set up.

Assists with compliance for FERPA, FOIA, Board policies, Open Meetings Act and Robert's Rules of Order.

Serves as recording secretary for the Board with responsibility for transcription and distribution.

Develop timelines for projects and events.

Attend district-wide events and other school events as requested.

Coordinates Professional Development and travel for the Board of Education and Superintendent.

Prepares correspondence outlined by the Superintendent.

Composes correspondence within the scope of authority for Superintendent's signature.

Maintains files in the Superintendent's office.

May assist with answering district phones.

Safeguard confidential executive, personnel, student, and Board information while exercising sound judgment, discretion, and professionalism in all administrative functions.

Orders supplies for Central Office.

Ability to maintain the highest level of confidentiality when handling sensitive personnel, student, legal, and Board of Education records, ensuring compliance with district policies and applicable privacy laws.

Manage a system for scheduling use of the meeting rooms.

Arrange for amenities, refreshments, and lunches as may be needed in the conduct of central office and Board of Education business.

Manage the budget for the Office of the Superintendent.

Manage the process related to Administrative Discipline Hearings for students.

Maintain the confidentiality of all personal, student, and personnel records and information.

Participates in district and school initiatives, adhering to building and district school improvement plans.

Adheres to, interprets and implements all district policies, administrative guidelines and procedures.

Regular and reliable in person attendance is an essential job function.

Performs other duties assigned by the Superintendent/Designee.

Compensation and Benefits

Salary in accordance with the Anchor Bay School District

Competitive compensation fringe benefits package.

Terms of Employment

Full-time, 12-month position.

Regular work schedule: Monday through Friday, 8:00 a.m. 4:30 p.m. In addition to attendance at all Board of Education meetings. May include evenings and weekends.

Salary, benefits, and working conditions as established by the Anchor Bay School District.

Employment is contingent upon successful completion of required background checks and administrative approvals.

Pre-Employment Conditions

Livescan criminal background check.

Unprofessional conduct background check (PA 189).

Evaluation

Performance will be evaluated annually by the Superintendent or designee in accordance with district policy and administrative procedures.

The employee shall remain free of any alcohol or nonprescription controlled substance use and/or abuse in the workplace throughout his/her employment in the district in accordance with all Board of Education policy and Administrative Regulations.

Anchor Bay School District provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.