Secretary to Board of Education

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Recruiting Start Date:

Estimated Start Date:

The following statements are illustrative of the essential functions of the job and other key duties that may be required. The description may not include all functions performed by the incumbents in various locations. The district reserves the right to modify or change the duties or the essential functions of this job at any time and without notice.

• Reports consistently for work as scheduled

• Performs other duties as assigned

• Attains proficient or higher evaluations on established Performance Standards

• Assumes overall responsibility for administrative support to the Board of Education and supports the Superintendent as needed

• Assists the Board in assuring that Roberts Rules of Order Colorado Revised Statutes associated with board procedures and requirements and district policies and procedures related to board operations are followed

• Attends and provides administrative support for the Board during all board meetings and other scheduled events including but not limited to board retreats and other related activities

• Conducts linkage meetings for the Board of Education as requested and attends and provides administrative support for all board committees and district stakeholder meetings

• Develops resolutions for board meetings

• Gathers information and resources as required by the Board in accordance with policy and procedures which includes the construction of the Superintendent Update for each board meeting

• Maintains official district records as required in accordance with state and federal law and District policy

• Maintains the Board Library including an up-to-date Board Handbook using Board Docs or similar tool

• Maintains and publishes board policies

• Maintains the District Seal

• Maintains accurate financial records for all Board of Education accounts making disbursements and regular accounting reports as required by board policy and procedures and state audit requirements

• Obtains training and acts as the designated election official for the district in compliance with Colorado Election Code

• Holds or obtains a valid notary license and performs all duties as certified notary public

• Manages written correspondence for board directors including opening (when appropriate) sorting and distributing mail; drafting (when required) and sending written correspondence such as letters of appreciation sympathy and congratulations

• Interacts with the public on behalf of the board as required

• Keeps current the Board of Educations calendar of events informing directors about all matters related to the calendar on a regular basis

• Makes travel arrangements for the board directors including coordination of schedule registration payment reimbursement and filing of travel reports

• Prepares and makes the announcement of board meetings as required by district policy and Colorado Open Meetings law

• Records and distributes for board review and/or approval accurate minutes of regular executive session agenda preparation and special meetings in accordance with policy and procedures

• Attends professional conferences including Colorado Organization and Superintendents Assistants (COSA) and receives additional training as required

• Orders supplies in support of board activities as needed

• Oversees the maintenance of information pertaining to board directors on the districts website

• Prepares and distributes to board directors and the Air Force Academy Liaison bi-monthly regular meeting packets work study packets retreat packets or information packets pertaining to other meetings deemed necessary by the board

• Provides for the effective communication of information between the superintendents office and the board

• Provides for the setup and operational support of all board meetings including but not limited to providing meals having available all necessary audio/visual/computer equipment and arranging location

• Responds to phone inquiries and directs appropriate administrative responses through the Superintendent and Board President

• Schedules meetings and appearances for board directors as required

Knowledge Skills and Abilities:

• Commitment to the education of students as a primary responsibility and communicates effectively with students and adults in a wide variety of settings

• Ability to maintain confidentiality specifically e.g. district policies FERPA HIPAA and Colorado-specific privacy laws

• Ability to work hours days locations and assignments as directed by the supervisor within the position responsibilities

• Ability to work well under pressure and during unexpected events

• Ability to manage simultaneous demands and set clear priorities

• Ability to adapt to changing technologies and to learn functionality of new equipment and systems

• Ability to create access input retrieve and manipulate information in various software systems and demonstrate computer proficiency including office productivity applications

• Ability to establish and maintain accurate record keeping document management and filing systems

• Ability to perform routine bookkeeping and clerical accounting tasks effectively and efficiently

• Ability to communicate effectively verbally and in writing and follow oral and written instructions

• Ability to establish and maintain effective working relationships with individuals from many diverse backgrounds and professions including supervisors administrators coworkers staff students parents and the public

• Ability to greet and interact with the public in a courteous and professional manner

• Ability to work days hours locations and assignments as directed by the supervisor within the position responsibilities

• Ability to work independently without direct supervision

• Ability to attain considerable knowledge of policies procedures and overall district functions

• Advanced knowledge of technology and related software utilized within department

• Demonstrated ability to work well with others in a team setting

• Demonstrates citizenship compassion courage discernment excellence honesty hope integrity patience perseverance reliability respect responsibility and trustworthiness

• Demonstrates effective organizational and time management skills

• Detail-oriented

• Energetic creative innovative flexible

• Excellent cooperative collaborative and problem-solving skills

• Knowledge of office methods and procedures including appropriate telephone etiquette

• Knowledge of Special Education other educational programming and associated legal requirements as related to the needs of the students assigned to the teacher

• Promotes a positive climate culture and community

• Strong mathematical and analytical skills

• Strong organizational interpersonal written listening and verbal communication skills

• Student-centered and relationship-focused

• Understanding of data privacy laws and their implications for the educational community

• Willingness to participate in ongoing training as required

Work Environment: The work environment characteristics described here are representative of those a staff member typically encounters while performing the essential functions of this job. They are included for informational purposes and are not all-inclusive.

• The noise level in the work environment may alternate among quiet moderate and loud.

• The incumbent is frequently required to interact in person and through communication methods with the students public and/or other staff.

• The incumbent is required to work scheduled school/work hours and/or days.

• The incumbent may be required to work extended school/work hours and/or days.

• Work is generally performed within a standard office environment.

Physical Demands: The following are some of the physical demands commonly associated with this position. They are included for informational purposes and are not all-inclusive. All physical demands if listed are considered essential functions

• Sits stands walks stoops kneels and crouches/squats while performing duties

• Has oral and auditory capacity enabling interaction interpersonally and/or through communication devices

• Uses eyes hands and finger coordination enabling the use of equipment and writing utensils

• Typical demands require staff to lift and carry up to 20 pounds and may be higher for some assignments depending on position and student need; climb stairs ladders and/or stools; reach hold grasp and turn objects; use fingers to operate computer keyboards; feel the shape size and temperature of objects

Cognitive Functions: The following are some of the cognitive functions commonly associated with this position. They are included for informational purposes and are not all-inclusive. The staff member may be required to analyze communicate compare compile compute coordinate copy evaluate instruct negotiate synthesize reason and use interpersonal skills.

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For more information on our benefits please visit Employee Benefits Academy District 20 ().

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