Executive Administrative AssistantBoard Clerk

General Definition of Work

The Executive Administrative Assistant/Board Clerk under minimal supervision performs highly complex work with extensive decision-making discretion performing administrative support work for the Superintendent. This position provides a wide variety of complex and confidential administrative and clerical support; interprets policy and administrative regulations to officials and the public; analyzes requests and provides recommendations for action; communicates information on behalf of the Superintendent. Employee also serves as the designee of the Superintendent in the role of Board Clerk. Employee performs administrative support work to carry out Board of Education policies and procedures under the direction of the Superintendent.

Qualifications

To perform this job successfully an individual must be able to perform each essential function 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.

Salary/Status

PG 61S/Full-time 12 months

Reports To

Superintendent

Place of Work

The normal place of work is on the premises used by Montgomery County Schools. Montgomery County Schools reserves the right to require you to work at such other place(s) as it may reasonably require from time to time.

Essential Functions

• Adhere to all state federal and local laws policies and procedures
• Serve as communication point of contact for Superintendent and Board through release and explanation of public and non-controversial information
• Implement best practices with customer service by receiving reporting and responding to all mediums of inquiry in a timely and professional manner
• Assist in monitoring department or program budgets to include gathering pertinent data analyzing requests and processing information for assigned areas
• Collaborate organize and manage administrative meetings as assigned/required
• Collaborate develop plan and implement budget management strategies that include generating budget reports using district adopted software as needed/required
• Coordinate and assist with scheduling of meetings involving Board members
• Schedule and attend pre-agenda meetings with the Superintendent Chairman of the Board of Education and Vice-Chairman of the Board of Education
• Review draft Board meeting agendas with senior leadership team for input prior to pre-agenda review
• Responsible for the development and distribution of monthly electronic Board agendas
• Attend all Board meetings (regular work sessions special called meetings)
• Take and transcribe minutes of all Board meetings
• Liaison to the School Board Attorney on matters such as agendas minutes etc.
• Maintain comprehensive files on all Board meetings activities and correspondence
• Maintain calendar of Board meetings and activities
• Process Board documents for Chairmans signature
• Responsible for dissemination of incoming and outgoing mail to Board members
• Manage substantive or sensitive questions requiring research or technical knowledge and provide oral or written responses on behalf or for signature by the Board Chairman Board members as necessary and as directed by the Superintendent
• Maintain Board training credits that members receive for certification and apply for credit for members for locally sponsored training
• Serve as contact person for dissemination of information from NCSBA NSBA etc.
• Complete travel plans itineraries agendas and expense reports of expenditures and reimbursements for travel-related meetings

• Prioritize conflicting needs handle matters expeditiously proactively and follow-through on projects to successful completion often with deadline pressures

• Plan and coordinate a wide variety of special projects activities and/or events for the Superintendent and Board (e.g. meetings receptions for special events luncheons dinners workshops travel/accommodations)
• Prepare a wide variety of reports documents and correspondence of a confidential and non-confidential nature (e.g. letters memoranda charts periodic and ad-hoc reports operational procedures manuals newsletters) for the purpose of documenting activities providing written reference and/or conveying information
• Complete local state or federal surveys and reports accurately and promptly
• Participate in professional development workshops
• Create an inclusive environment with positive communication/public relations
• Perform related work as assigned or required

Knowledge Skills Abilities

• Thorough knowledge of principles and practices of public schools
• Thorough knowledge of required records preparation and maintenance
• Thorough knowledge of county and school board policies procedures and standards regarding school systems
• Knowledge of accounts payable policies practices and procedures; general knowledge of routine accounting principles
• Ability to maintain professional and emotional control under stress
• Ability to reflect appropriate response to situations while maintaining a professional and personal demeanor
• Ability to learn and use specialized tools equipment or software related to business needs
• Ability to implement local state and federal rules guidelines and procedures into daily business operations
• Ability to communicate effectively
• Ability to monitor a budget
• Ability to reason make judgments and maintain effective working relationships
• Ability to employ positive communication skills in all settings/mediums
• Ability to problem-solve utilizing sound judgment
• Ability to maintain confidentiality regarding school system business
• Ability to take initiative work independently and exercise sound judgement
• Demonstrated ability to work effectively in a deadline-driven rapidly changing team environment

Education and Experience

• High School Diploma or equivalent required
• Associate degree preferred
• Minimum of five (5) years experience in office environment with complex duties preferred
• Equivalent combination of experience and education

Special Requirements

• Possess and maintain a valid Drivers License or ability to provide own transportation
• Travel to school district buildings and professional meetings

Physical Requirements/Working Conditions

• Work requires the occasional exertion of up to ten pounds of force
• Work regularly requires exchange of accurate and detailed information through oral and written communication
• Constantly operates a computer and other office business equipment
• Ability to remain in stationary position for required meetings/work
• Ability to move to other work locations
• Visual acuity requires preparing and analyzing written or computer data determining the accuracy and thoroughness of work and observing general surroundings and activities
• Hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications
• Work requires preparing and analyzing written or computer data operating standard office equipment and the use of advanced technology
• Work occasionally requires exposure to outdoor weather conditions
• Work is generally in a moderately noisy location (e.g. business office light traffic)
• Requires the ability to deal with people beyond giving and receiving instructions
• Must be adaptable to performing under mild to high levels of stress

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties responsibilities and qualifications required of employees in this job. Job description is sourced from employee interviews internal documents representative job descriptions in similar districts and other state/federal agencies.

Montgomery County Schools provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression or any other characteristic protected by federal state or local laws. This policy applies to all terms and conditions of employment including recruiting hiring placement promotion termination layoff recall transfer leaves of absence compensation and training.

Required Experience:

Junior IC