Administrative Assistant to Superintendent and School Board
qualifications:
1. Bachelor’s degree preferred but not required.
2. Four years of full-time paid secretarial or office/contract management experience required.
3. Technology skills – experience with programs, websites, etc.
4. Knowledge of district organization, policies, and procedures.
5. Ability to compose correspondence and reports, and transcribe meeting notes.
6. Ability to prioritize and organize responsibilities and work independently to complete assignments with minimal supervision.
7. Ability to communicate effectively with, and provide accurate information regarding district tasks to staff and the public.
8. Ability to operate standard office machines.
9. Proficiency with computer use and programs, including work processing, spread sheets, internet, templates, email, database applications, Student Information Systems (Synergy) and School Messenger.
10. Ability to handle confidential material and exercise careful judgment, diplomacy, and tact in the performance of duties.
11. Ability to work well with and train others.
reports to:
Works under the general direction of the Superintendent. Frequently develops and refines own work routines. Assumes responsibility for completion of assignments, with only unusual or especially complicated tasks reviewed in detail.
supervises:
None. Supervision of other employees is limited to assignment of tasks and management of workflow.
job goal:
Provide confidential administrative assistance and secretarial support to the Superintendent and School Board.
performance responsibilities:
Essential job functions:
1. Support the Superintendent by reading, researching, and routing correspondence, drafting letters and documents, analyzing information and initiating telecommunications.
2. Maintain calendars, schedule, plan and organize meetings, conferences, and travel.
3. Prepare and distribute the agenda for Board meetings, including the minutes of the preceding meeting and other support documents.
4. Record minutes of meetings, distribute minutes and follow up to ensure participants are aware of assigned tasks.
5. Prepare materials for meetings.
6. Produce correspondence and reports independently.
7. Maintain a system for distributing and follow –up of delegated tasks and correspondence.
8. Establish and maintain departmental files, budgets, records, databases, and communications, maintaining confidentiality where needed. Pay bills and oversee district accounts for department.
9. Attend Board meetings, and take minutes, posting minutes, agendas, etc. on the website.
10. Answer and /or direct patron inquiries.
11. Work with executive directors and others in scheduling meetings.
12. Answer questions from staff and community regarding the district’s mission, tasks, and goals.
13. Work with Public Information Officer to plan and publish public information.
14. Oversee all transfers of students in and out of the district and maintain files.
15. Security Administrator for the district’s web access to ODE.
16. Work with building secretaries.
17. Produce yearly staff directory.
18. Maintain and update School Board Policies on the web with Director of Operations.
19. Coordinate, complete correspondence and maintain records for district expulsions.
20. Prepare and maintain attendance letters and prepare citations.
Additional job functions:
1. Maintain professional and technical knowledge by attending educational workshops.
2. Maintain knowledge of pertinent regulations and legislation as they affect public records and open meeting laws.
3. Student Records/Rights and Responsibilities.
4. Maintain file of Board materials, correspondence, and other information.
5. Perform other duties as assigned.
6. Maintain permanent record files for Physical Building in District.
physical demands of position:
While performing the duties of this position, the employee is frequently require to sit, stand, bend, kneel, stoop, reach and manipulate objects. The position requires mobility. Manual dexterity and coordination are required for less than 50% of the work period while operating equipment such as computer keyboard, calculator, and standard office equipment.
terms of employment:
Twelve month year, eight hours per day. Salary to be established by Board of Education.
evaluation:
Performance of this job will be evaluated annually by the Superintendent in accordance with the Board’s policy on evaluation.