Deputy Board Clerk

Deputy Board Clerk

The Deputy Board Clerk provides high-level strategic and operational support to the Office of the Superintendent. This role serves as a key liaison between executive leadership, the school board, staff, schools, and the community. The position requires managing complex calendars, facilitating cross-departmental communication, and handling sensitive data with the utmost discretion. The role requires problem-solving, tech-savviness, meticulous attention to detail, and the ability to balance multiple tasks while collaborating with a variety of departments and staff. Through the Office of the Superintendent, the Deputy Board Clerk coordinates daily workflows across departments and schools to support the district's overall strategic plan. This position will assist with the day-to-day implementation of the Superintendent of Schools' office duties and responsibilities.

Essential duties and responsibilities include:

• Maintaining positive interpersonal communications with parents, students, visitors, board members, district personnel, and the community.
• Performing high-level tasks with sensitivity, confidentiality, and professionalism.
• Maintaining Superintendent budget accounts, including requesting purchase orders, coding invoices to the correct accounts, receiving and inventorying orders, and submitting them to the Business Department for payment processing.
• Working with the other Administrative Executive Assistants to coordinate calendars and events.
• Certifying and monitoring completion of State Department of Education reports on the Single-Sign-On, including requests for emergency certified teachers, NBC bonuses, adjunct verification, and the like.
• Providing administrative assistant services for the Superintendent, such as but not limited to: receiving all telephone calls directed to the Superintendent, scheduling appointments and maintaining the Superintendent's calendar, performing clerical support functions for the Superintendent using Google Docs, Google Sheets, Slides, Office programs, and various technology platforms, maintaining general office operations, materials, and files, preparing correspondence, presentations, and reports as assigned, preparing purchase requisitions for the Superintendent when needed, opening mail for the Superintendent and distributing as directed, performing photocopying, scanning, and faxing as required, preparing agendas for Superintendent's meetings, scheduling meetings and making sure all information and arrangements are taken care of, at times, will be required to make travel arrangements, maintaining records for the Superintendent, monitoring and maintaining an exceptionally neat and organized office area, scheduling use of the Superintendent's Conference Room and Training Rooms, ordering and maintaining office supplies for the Superintendent's offices, stocking and maintaining inventory in the Superintendent conference rooms, supporting various project management activities for the Superintendent, cooperatively working with a variety of departments and staff by demonstrating self-discipline and initiative, ensuring full compliance with State and district guidelines, policies, and laws, assisting the Board Clerk in providing support to the member of the Board of Education, supporting the Board Clerk and Superintendent in preparation for Board meetings and work sessions, attending School Board meetings and work sessions to support the Board Clerk and Superintendent, performing other duties as assigned by the Superintendent.

Length of Contract: Two hundred forty (240) contract days. Salary commensurate with experience on the negotiated agreement of the Support Employees of Edmond (SEE).

Qualifications: Must hold a high school degree or above; an Associate's degree or college degree preferred. Minimum of three (3) years of administrative assistant office experience required; public education experience preferred. Job-related experience demonstrating exceptional organizational skills, effective time management, and extraordinary customer service. Executive administrative assistant experience, or equivalent education, training, and relevant professional experience, is also considered.

Knowledge and Skills: Administrative assistant experience working in a mid-to-large school district system. Experience supporting large-scale district implementation initiatives through effective project management support. Experience with using cutting-edge technological platforms and the ability to learn new programs as needed to perform duties and maintain updated knowledge of all systems used in the position. Proven success in managing and organizing the day-to-day operations of an office and a supervisor's calendar. Knowledge of office management and organization. Strong background and proven ability to speak effectively both verbally and in written correspondence. Strong background and ability to establish and maintain effective working relationships with several district departments, officials, staff, and the public. Prioritize conflicting needs and a strong sense of urgency when performing tasks. Skills: Strategic office management and planning Technology application and utilization Budget management support Communication and interpersonal skills Time Management.

Working Conditions and Physical Demands: Primary duties are performed in an office and district facilities. The position requires working some evenings and some weekends. Must be knowledgeable of and physically able to operate a variety of equipment, including a personal computer. Must possess a valid driver's license and be physically able to operate a motor vehicle. Work usually requires sitting, walking, and standing. Requires the ability to talk, hear, and communicate effectively in a variety of communicative ways. The physical requirements described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. The working conditions described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must be able to work in a high-stress, fast-paced environment.

EEO DISCLAIMER: Edmond Public Schools is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex (including sexual orientation and gender identity), disability, age, religion, military status, ancestry or genetic information (collectively, "Protected Classes"). The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Edmond Public Schools reserves the right to change or assign other duties to this position.