Executive Assistant to the Superintendent and Board Recording Secretary

Executive Assistant To The Superintendent And Board Recording Secretary

Supports the Superintendent in the management of all district functions including, but not limited to, routine and highly confidential communication with the Board, in district and out of district school personnel, government officials, and other community stakeholders.

Essential duties and responsibilities include the following: (Other appropriate duties may be assigned.)

• Provide day-to-day administrative support to the Superintendent and members of the Board of School Directors, including, but not limited to, maintaining and scheduling calendar of events and meetings; composing correspondence and related materials for all meetings to include those with the Board; coordinating travel arrangements for Superintendent and Board members.
• Receives, screens, and directs all incoming inquiries using independent judgment. This includes documents and information of a highly confidential and sensitive nature.
• Prepare agendas, presentation materials, minutes and/or summaries of meetings as directed by the Superintendent and maintain Superintendent's files; Board agendas; and all information disseminated to the Board.
• Develop the board calendar, the regular board meeting agenda, and maintains intranet/internet documents for the Board and the Policy Committee.
• Prepare and post all agendas for the Board of Education. Attend all Board legislative meetings to take meeting minutes. Maintain official minutes of Board of Education meetings including indexing and archiving records.
• Oversee the Superintendent and School Board budget including, but not limited to, preparation of all required purchase orders, membership dues, and payment of invoices.
• Respond to a wide variety of calls, concerns and/or complaints for the purpose of resolving problems, providing information and/or referring to appropriate personnel.
• Maintain schedules for the District BoardRoom and Superintendent's Conference Room; Communicate meeting schedules to affected parties.
• Track deadlines for the Board, and the Superintendent to assure all deadlines are met (e.g. meeting Board policy requirements, reminding Board Secretary of term expiration dates for board positions (Board Treasurer, Board Secretary).
• Provide support to the Superintendent and Cabinet members, as necessary, on all aspects of the policy committee including preparing the agendas, tracking policy and administrative regulation status, communicating with district solicitor, as necessary, and updating the policy manuals.
• Collaborate with the Superintendent and Communications Specialist on district communications including monthly newsletters, Board of Education meetings, emergency communications, and other communications as needed.
• Protect the confidentiality of records and information about students and staff, and use discretion when sharing any such information within legal confines.
• Compile data from a wide variety of diversified sources (e.g. staff members, Board Members, Community Organizations, government agencies, etc.) for the purpose of preparing reports, making recommendations, and/or preparing information.
• Maintain a wide variety of complex manual and electronic documents, files and records (e.g. contacts, timesheets, legislative information, databases, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Monitor a variety of activities on behalf of the Superintendent (e.g. Board procedures, public relations issues, meeting arrangements, account balances, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.
• Oversee the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines.
• Work collaboratively with members of the central office for the purpose of supporting district goals and tasks. Other applicable duties as needed.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Associate's degree (A. A.) or equivalent in experience or post-secondary training. Three to five plus years of experience, preferably in a school district setting. Experience in working with the public. Strong knowledge of computer software programs including Google applications, word and spreadsheet programs. Strong oral and written communication skills. Strong organizational skills. Ability to maintain confidentiality. Ability to read, analyze, and interpret general business periodicals, technical procedures or government regulations. Congenial interpersonal skills when interacting with stakeholders. Ability to lift and/or move boxes weighing 20-25 pounds. Ability to interact positively with others and work as a team. Ability to take initiative and multitask. Must successfully complete and maintain compliance with all federal and state background and criminal record check requirements. Candidate must adhere to all local, state, federal, and school code requirements for employment. The position holder must be able to perform the essential job functions with or without reasonable accommodation.