Senior Executive Assistant (Clerk to the Board) Exempt RB# 25-363

(The City of Buffalo Civil Service does not require residency within the City of Buffalo for Native Americans.
The City of Buffalo Civil Service does require tribal enrollment or community recognition as a Native American)

DISTINGUISHING FEATURES OF THE CLASS

The Sr. Executive Assistant (Clerk of the Board) is a high-level secretarial position involving the performance of routine administrative business and complex secretarial tasks. The employee serves as assistant to the nine elected members of the Board of Education. The Sr. Executive Assistant (Clerk of the Board) acts on behalf of the Board of Education in accomplishing administrative business and organization efforts. The employee facilitates the discharge of the Board of Educations statutory responsibilities and coordinates with the Superintendent of Schools. Will influence policies be involved in decision making and oversee the day-to-day operations of the Board of Education Office General supervision may be exercised over other staff within the Board of Education Office. The Clerk of the Board is required to work at night when attending meetings elections and special sessions. This employee works independently under general supervision from and reports directly to the Board President or Superintendent of the School. Does related work as required.

TYPICAL WORK ACTIVITIES

Serves as the Clerk at Business and Special Meetings of the Board and Public Hearings;

Supervises plans directs and organizes the work activities of the other staff assigned to the Boards Administrative office and ensures that they are utilized within the best practice for the Buffalo City School District;

Draft correspondence specifically that which calls for legislative advocacy and/or legislative and regulatory concerns on behalf of the Board; prepare documentation for weekly (scheduled) Leadership Meetings;

Serves as a liaison between the Superintendent of Schools administrative staff and the Board;

Provides administrative management of the Boards Office including approval of the Request Leaves of Absence and related time approval functions;

Serves as the point person for the Board with District personnel and external partners and constituents;

Provides Board policy and administrative regulations to general public; maintains Board policy manual administrative rules and regulations by-laws review and approves meeting minutes in current status and for public inspection;

Keeps Board members apprised of relevant matters of concern and handles details of matters of protocol;

Certifies Board resolutions and prepares documents requiring the Board seal; maintains custody of the Board seal;

Designs and conducts such research as required for Board members;

Collaborates with District departments to obtain the most recent data and identify opportunities for the Board to engage with stakeholders;

Exercise independent judgment to recommend implement and review departmental and/or organizational objectives;

Provide foresight to organizational and strategic planning based on current and past trends;

Support the Boards Governance;

Manages the elections registration and financial process during Board of Education election years;

Implementation of Policy #1331 on all basic Sr. Executive Assistant duties

Planning and preparation with the Superintendent of all Board agendas for work sessions and business meetings

Planning for all arrangements related to holding business meetings and work sessions

(contd)

Review preparation and correcting of monthly Board Docs items submitted by Cabinet Members

Planning Board Retreats special meetings and participation in regional Board of Education events

Liaison to Erie County Association of School Boards

Liaison and administrative duties relating to Board of Education elections and annual reorganization

Management of Board of Education redistricting process and facilitator of redistricting committee

Management and facilitator of Board of Education Ethics Committee

Conducts other duties assigned by the Buffalo Board of Education President and other members of the Board

FULL PERFORMANCE KNOWLEDGES SKILLS ABILITIES AND PERSONAL CHARACTERISTICS:

Thorough knowledge of office terminology practices and procedures;

Ability to proofread not only for spelling grammar and punctuation but also for sense consistency and quality;

Good knowledge of office management techniques; working knowledge of first line supervision when applicable to position;

Record keeping ability;

Ability to operate a variety of office equipment including a computer and applicable software;

Ability to interpret and transmit administrative directives and policies; ability to conduct research and make recommendations;

Ability to monitor expenditures; ability to prioritize workload in accordance with administrators priorities; ability to independently resolve problems;

Ability to review prioritize and take action on administrators mail and inquiries as appropriate;

Ability to communicate orally and in writing;

Ability to understand follow and interpret oral and written directions;

Ability to purchase office equipment and supplies;

Ability to establish and maintain professional relationships with staff and the public;

Physical condition commensurate with the demands of the position;

Proven ability to work under pressure and coordinate within all levels of District management

High attention to detail;

Ability to conduct financial analyses justification and forecast studies;

Experience working with and maintaining sensitive and confidential information;

Cooperative team player and proficient hands-on contributor;

Exercises good judgment tact flexibility organizational and planning skills;

Ability to work in fast-paced environment;

MINIMUM QUALIFICATIONS

A.) Bachelors degree from a college or university accredited by a regional national or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education with concentration in Business or Public Administration preferred and five (5) years of administrative and/or policy analysis experience with three (3) years of supervisory experience in any field; experience working in a school district or government environment is preferred;

OR

B.) Associates degree from a college or university accredited by a regional national or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education with concentration in Business or Public Administration preferred and seven (7) years of administrative and/or policy analysis experience with five (5) years of supervisory experience in any field; experience working in a school district or government environment is preferred.

NOTE: Verifiable part-time experience will be pro-rated to meet full-time experience requirements.

Proof of education must be presented at time of appointment.