Secretary, Board of Trustees

PRIMARY PURPOSE:

The Secretary to the Board of Trustees establishes and assures the efficient operation of an office for the Board of Trustees and assists board members, the superintendent, professional staff and the public to enhance student learning throughout the district. The board secretary serves as a secretary for special projects as designated by the Board of Trustees and the Superintendent.

QUALIFICATIONS:

Education/Certification:


High School Diploma or equivalent, required


Associate degree or a minimum of 48 college hours, preferred

Special Knowledge/Skills:


Able to work independently; good writing and communication skills; maintain confidentiality; posses strong organizational and motivational skills; working knowledge of all standard office equipment; at least those qualifications specified by the Texas Education Agency as minimum for the salary classification to which assigned

Experience:


Five (5) years clerical/secretarial experience, required

Workdays: 226

Clerical/Technical Pay Structure : Pay Grade 8

Pay Date: Monthly

Hourly Pay Range:


Minimum: $24.25


Midpoint: $29.04


Maximum: $33.83

Note: Starting pay for a new hire in a pay range plan will be determined individually based on each person's job-related experience and salaries paid to peer employees in the same position with similar experience.

MAJOR RESPONSIBILITIES AND DUTIES/ESSENTIAL FUNCTIONS:

1. Prepare and post official Board Meeting agenda notifications, adherence to open meeting laws, and other procedural requirements are followed legally and ethically.

2. Perform general office routines and practices, such as, but not limited to, typing, handling correspondence; maintaining files; screening telephone calls; processes incoming/outgoing mail; maintenance of office supplies and equipment etc.

3. Present for Board approval copies of all meeting minutes, post accordingly and follow the Texas State Records Retention Schedule accordingly.

4. Coordinate and maintain board of trustees' annual calendar of events such as board meetings, workshops, special events throughout the year.

5. Coordinate the submission of all board agenda items by member of the Executive Leadership Team.

6. Perform all tasks necessary in preparation for all Board of Trustees functions or events, such as, but not limited to, agenda item documents, room arrangements, equipment, meals, and etc.

7. Respond to all open records requests related to Board of Trustees.

8. Attend all board meetings, record, transcribe and ensure the retention of Board of Trustees meeting minutes and closed session records in compliance with Board Policy BE (LOCAL).

9. Assist in the Development of Board of Trustees budget and maintain annual budget.

10. Process purchase requisitions and payment authorization for Board of Trustees travel expenses in accordance with legal requirements to include professional organization dues/fees.

11. Produce annual Financial Integrity Rating System of Texas (FIRST) Board business disclosures report.

12. Produce annual PEIMS School Board Requests Submission Data.

13. Coordinate the required Board member orientation sessions, annual team building session and maintain member continuing education hours in accordance with Board Policy BBD.

14. Coordinate and schedule grievance hearings.

15. Maintain and promote open lines of communication with members of the Executive Leadership Team and all other Central Administration Staff.

16. Substitute for the Secretary to Superintendent when he/she is unavailable and assist with the work activities of the superintendent's office.

17. Assist the District Elections Administrator, as the Superintendent's liaison, with board elections process.

18. Keep financial books and prepare monthly financial reports for the McAllen Education Foundation.

19. Maintain confidentiality of information.

20. Follow McAllen ISD customer service standards.

21. Perform other duties assigned by immediate supervisor or (primary evaluator).

SUPERVISORY RESPONSIBILITIES:


None

EQUIPMENT USED:


Computer, printer, copier, scanner, fax machine, and other office machines.

WORKING CONDITIONS:

Mental Demands:


Keep seven people and their events organized; always aware of the need for confidentiality; must be able to anticipate the needs of the board; must have the ability to analyze and determine the importance of a situation and/ or information and see that the proper person is notified and assisted if assistance is needed; ability to communicate effectively; maintain emotional control under stress; ability to handle several projects at the same time with frequent interruptions.

Physical Demands/Environmental Factors:


Repetitive hand motions; works prolonged and irregular hours on a weekly basis.