District Secretary /Administrative Assistant to the Superintendent

District Secretary / Administrative Assistant to the Superintendent -District (1.0)

• 8 hours/day
• 7:30 am - 4:00 pm
• Minimum 240 work days
• Salary and Benefits to be discussed with finalist

SUMMARY: Assists Superintendent Board of Education Members and District Administrators. Acts as liaison between District and community Superintendent parents and staff. Serves as School District Notary. The essential functions of the District Secretary comprise three areas: Recording Secretary to the Board of Education Administrative Assistant to the Superintendent and District Secretary.

ESSENTIAL DUTIES AND RESPONSIBILITIES Other duties may be assigned.

• Maintains employee personnel file information:
• Certification
• Requests for course approval/reimbursements/salary adjustments
• Transcripts course verification
• Assists with preparation of contract/extra duty per negotiated agreement
• Prepares agendas and minutes for all regular and special meetings of the Board of Education.
• Posts public notice for all meetings of the Board.
• Takes minutes at all regular meetings for the Board and Special Board meetings as required.
• Takes minutes at internal meetings as requested by the Superintendent.
• Posts legal notice for Board and public hearings budget levy etc.
• Receives correspondence directed to the Board and responds in writing as directed by the Board.
• Schedules appointments and meetings as directed by the Superintendent.
• Prepares board documents for posting to the Board Book for the Board as directed by the Superintendent.
• Prepares memos letters and other written material as requested by the Superintendent.
• Prepares maintains and updates a master mailing list for the District.
• Provides various forms of employee recognition (teacher appreciation day years of service etc.)
• Prepares and submits ISBE state reports as directed by the Superintendent.
• Prepares required documents for the District website and provides said documents to the technology department.
• Creates and records appropriate messages on the District phone system.
• Dresses appropriately for the District office.
• Serves as confidential secretary to the superintendent.
• Serves as district FOIA officer.
• Collaborates effectively with all school personnel.
• Prepares and posts job postings internally and externally.
• Provides input when new systems/programs are implemented in the District.
• Maintains Skyward Human Resource section.
• Collaborates with Business office personnel on employment issues and procedures.

QUALIFICATION REQUIREMENTS: 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.

EDUCATION and/or EXPERIENCE:

Required: High School Graduate plus 5 years secretarial/office management experience or training.

CERTIFICATES LICENSES REGISTRATIONS:

Notary Public & FOIA Officer

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.

MATHEMATICAL SKILLS:

Ability to calculate figures and amounts such as discounts interest commissions proportions percentages and area. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written oral diagram or schedule form.

OTHER SKILLS and ABILITIES:

Required:

• Strong communication computer and interpersonal skills
• Ability to learn and utilize new software programs as systems are upgraded
• Typing/data entry skills
• Ability to establish and maintain effective working relationships with students staff and the school community
• Ability to speak clearly and concisely both in oral and written communication
• Ability to perform duties with awareness of all district requirements and Board of Education policies

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is regularly required to sit and talk or hear. The employee frequently is required to walk and use fingers tools or controls. The employee is occasionally required to stand and reach with hands and arms. The employee occasionally lifts and/or pushes up to 50 pounds with proper lifting techniques such as lifting files orders or paper. Specific vision abilities required by this job include close vision and color vision.

WORK ENVIRONMENT: The work environment characteristics 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 noise level in the work environment is usually moderate. Position demands meeting deadlines with severe time constraints.

The information contained in this description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individual currently holding this position and additional duties may be assigned.