Administrative Assistant to the Superintendent

QUALIFICATIONS:

Any combination equivalent to high school diploma or G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and five years of responsible and varied secretarial experience including two years of experience performing secretarial work for an administrative official; possess the necessary literacy skills to fulfill the performance responsibilities of the job.

REPORTS TO:

Superintendent of Schools

PRIMARY JOB GOAL:

To perform highly responsible and complex secretarial and administrative assistance duties; to exercise independent judgment in assisting the Superintendent in administrative details requiring considerable knowledge use and interpretation of district policies and procedures; to assist in the preparation of the Board Agenda for monthly and special Board meetings; to assist in organization of office staff.

REQUIRED KNOWLEDGE SKILLS AND ABILITIES:

Knowledge of administrative office principles procedures practices and equipment; knowledge of district organization operations policies and objectives; excellence in business English grammar spelling and punctuation; excellence in telephone techniques and etiquette; ability to communicate clearly and concisely both orally and in writing; ability to establish and maintain effective working relationships with others; ability to work effectively under minimum supervision; ability to exercise tact good judgment and initiative; possess skills in computers word processors and peripheral equipment; proficient typing and keyboarding skills; ability to perform highly responsible and complex secretarial and administrative assistance duties; ability to work a flexible schedule in order to meet the demands of the job including attendance at all Board of Education meetings; ability to establish and maintain a variety of complex and confidential files and records; ability to work confidentially with discretion; possess organizational skills.

PERFORMANCE RESPONSIBILITIES:

Assists the Superintendent with administrative matters; interviews callers exercising considerable judgment with applying experience in making decisions provides information in accordance with established procedures and policies; refers problems requiring technical answers to appropriate administrator(s).

Assists in preparation of the Board of Education agenda assures proper content format order and supporting documentation; confers with submitting departments as needed regarding revisions and corrections incorporates materials into compiling a packet for Board Members Superintendent Board Attorney and media to review prior to Board meeting; attends all Board meetings of the district.

Coordinates and types the official minutes of Board meetings; distributes copies accordingly and maintains official record of the minutes.

Prepares types and distributes a newsletter Bulletin Board informing all employees of action taken at the regular monthly Board meetings.

Provides assistance to the Board of Education as needed including maintaining subject indexes of Board actions for historical and reference purposes; maintains other records required by policy regulations or law; provides mail boxes for Board members correspondence.

Assists in maintaining the Superintendents calendar; arranges for meetings of the Superintendent with various groups both within and outside the district.

Conducts initial interviews on the phone or in person with parents teachers and other employees; answers questions refers to appropriate staff member(s) and schedules appointments with the Superintendent; receives and resolves complaints as appropriate or refers matter to proper personnel.

Screens and routes the Superintendents incoming correspondence; follows up to assure prompt response or action.

Types correspondence including information regarding confidential matters; keeps a copy of all correspondence sent by the Superintendent.

Remains current concerning issues situations and conditions of special interest to the Superintendent and Board members.

Exercises discretion in disseminating information explaining policies and procedures and speaking as directed for the Superintendent in personal and telephone contacts.

Consults with district personnel and others concerning specific issues and situations.

Responsible for monthly outofdistrict travel report which is included in packet for monthly Board meetings.

Compiles copies of bus requests and responsible for monthly report of studentoutofdistrict trips which must be approved by the Board.

Responsible for distribution of weekly Central Office calendar.

Responsible for maintaining SBDM minutes/agenda documentation on district website.

Responsible for scheduling the use of the Board Room and Conference Room for various meetings.

Compiles attendance report for Central Office and maintenance personnel and reports bimonthly; provides information to staff concerning remaining sick personal and noncontract days.

Files and updates policies from KSBA in policy manual in Superintendents office; keeps archival copies of changed or deleted policies.

Maintains files in Superintendents office and files documentation received that is deemed as necessary to retain; files updated copies of KSBA Administrative Regulations and Attorney General Opinions.

Serves as Office Manager by organizing and coordinating duties of secretarial staff noting to the Superintendent areas that possibly need attention and consideration.

Provides assistance in other areas when timelines must be met.

Performs a variety of general secretarial duties including operating computer copier fax machine electronic typewriter and other equipment as needed.

Opens mail containing checks and maintains a daily log of deposits made by the Finance Officer.

Attends all Administrative Staff meetings; coordinates and types the official minutes of Administrative meetings; distributes copies to appropriate staff.

Assists board members in making travel arrangements for conferences and meetings.

Maintains a calendar of dates when board members attend meetings and process for payment board member per diem.

Performs receptionist duties when receptionist schedule dictates; assists with coordination of district events as needed.

Performs related duties and assumes other responsibilities as may be assigned by the Superintendent.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT

1. Check the frequency and number of hours a day the worker is required to do the following specific types of activities:

ACTIVITY

FREQUENCY

# OF HOURS A DAY

CONTINUOUS

INTERMITTENT

1

2

3

4

5

6

7

8

8

a. Sitting

x

b. Walking

x

c. Standing

x

d. Bending

x

e. Squatting

x

f. Climbing

x

g. Kneeling

x

h. Twisting

x

i. Lifting

x

LIFTING

010 lbs. 1115 lbs. x 1630 lbs. Over 31 lbs.

2a. HAND MANIPULATION REQUIRED x Yes (If yes complete 2a2b2c2d2e)

No

2b. Repetitive hand movements x Yes No

2c. Simple Grasping

Right Hand

Yesx No

Left Hand

Yesx No

2d. Power Grasping

Right Hand

Yes Nox

Left Hand

Yes Nox

2e. Pushing Pulling

Right Hand

Yes Nox

Left Hand

Yes Nox

2f. Fine Manipulation:

Right Hand

Yesx No

Left Hand

Yesx No

3. (a) Does the job require worker to reach or work above the shoulder x Yes No

Frequency rarely

(b) Reaching at or below shoulder level x Yes No

Frequency daily

4. Does the job require use of his/her feet to operate foot controls or repetitive movement Yes x No

5. Are there special visual or auditory requirements x Yes No

If yes please describe (i.e. working with computer terminal): daily computer work

WORK ENVIRONMENT:

1. Does the employee work near moving mechanical parts; in high precarious places; and in outside weather conditions Yes x No
2. Is the employee exposed to fumes or airborne particles Yes x No

If yes please specify:

BLOOD/FLUID EXPOSURE RISK: (check the right category)

Category I: Tasks involve exposure to blood fluid or tissue

Category II: Usual tasks do not involve exposure to blood body fluid or tissues but job may require performing unplanned Category I tasks.

x Category III: Tasks involve no exposure to blood body fluids or tissues. Category I tasks are not a condition of employment.