District Administrative Assistant and Board Secretary

District Administrative Assistant & Board Secretary

This job description is subject to change for the 2026-2027 year. Salary Schedule (GDBA-E-2) A Completed Classified Application includes the following supporting documents: Cover Letter, resume, and three reference contacts.

Reports To: Superintendent or Designee

Qualifications

High school diploma or GED required. Must successfully pass business writing and applied mathematics WorkKeys testing. Expertise in Google Workspace, email management, and adept at quickly adapting to new technologies. Familiar with office equipment, multi-line phone system, digital filing systems and basic troubleshooting skills for office software and hardware. Superb written and verbal communication skills. Excellent time management and self driven work habits. Positive attitude and ability to work positively and cooperatively with children and adults is considered essential. Prefer previous experience with all levels of students. Must be able to work in a team environment. Strong sense of judgment and ability to maintain confidentiality about all aspects of position.

Supervises

No supervisory responsibilities

Job Goal

The Administrative Assistant & Board Secretary supports the administrative departments and Board of Education in day-to-day administrative functions of their departments including, but not limited to: updating appropriate handbook(s) and District policies, coordinating meetings, creating agendas, documenting minutes and organizing in-house District functions.

Responsibilities

Coordinates and facilitates the set up of administrative department and Board of Education meetings. Such as gathering lunch and setting up room for meeting and providing copies of meeting agendas and handouts. Pleasantly greets and assist all customers. Manages administrative department working calendar. Emergency System Coordinator: Aides Superintendent in updating Emergency Operations Plans, yellow safety bags for District and E3 emergency app. Primary communicator for the District and District Office on the intercom and SafeSchool radio systems. Leads and coordinates the District Office during emergency drills and real life emergencies. Ensuring that the yellow safety bag is located and Emergency Medical kits are updated and secured. Support the Superintendent in the following areas: Assists, schedules, performs errands and confirms appointments and meetings for Superintendent Aides in the planning and delivery of District Christmas Party (for all staff each December) and Staff Appreciation (for all staff each May) and Organizes retirement receptions, birthday and miscellaneous staff celebrations. Updates and communicates to the District revisions and changes that have been made to the Staff Handbook and Student Handbook. Board Secretary: Aides Superintendent in organizing and updating District policies per CASB recommendations. Oversees Policy Progress Document. Oversees the Google Drive Board Packet Documents. Prepares monthly agenda, attends Regular and Special Board Meetings, takes board meeting minutes, etc. Orders and delivers coffee and donuts to staff lounge and bus shop every morning after a regular board meeting. Sends reminder to the District about coffee and donuts. Assists the WJSHS Counselor with the following duties: Aiding students with scholarship and FAFSA applications. Fulfilling transcript requests. Scheduling students for registration. Assists with Graduation preparation. Assists with processing of mailings and monthly newsletters. Aides WJSHS new/transfer students with enrolling in classes and building student schedule. Aides WJSHS counselor in creating master class schedule and registering students for following academic year. Performs and completes verification of education for post-grad Wray School District graduates via ImageSilo, Xello or designated archive. Supports Finance Department and WJSHS Counselor in Educational Foundation meetings and scholarship coordination. Facilitates and directs all correspondence. Recording Secretary of meetings. Requester of funds. Support of minutes. Donation Letters. Coordination of Meetings/Food Stuffing Envelopes. Scholarship Support/Mailing/Filing. Assists the DAC with the following duties: Assessment data entry. Organizing test prep materials and scheduling. Stand-in proctor for testing. Assists the EPC with the following duties: Yearly slideshow. Making copies. Collecting and updating over the Summer months of the Educational Plans Binders. Supports the District Office staff as needed. Oversees calendar invite and documents all notes from District Office weekly meetings. Doors, phones, customer service and other various front desk duties. Performs a variety of typical functions of the office: typing, filing, answering the phone, etc. Assists the District Office Receptionist/Translator with scheduling new incoming students for registration and printing new student ID cards. Assist Accounts Payable/Accounts Receivable with student fees. Other duties as defined.

Terms of Employment: Salary and work year as described in district policy. Evaluation: Performance of this job will be evaluated annually in accordance with provisions of the Board's policy by the Superintendent on evaluation of Support Staff, Policy GDO