Executive Secretary

Bartlett, IL - USA

Monthly Salary: Not Disclosed

Posted on: 2 days ago

Vacancies: 1 Vacancy

Job Summary

The Executive Secretary to the Superintendent will be responsible for providing direct support to the Superintendent and the Board of Directors. The position is responsible for conveying information regarding district functions and procedures; communication with staff the public and other districts as well as other state and local agencies; ensuring good working relationships as well as compliance with policy financial legal and administrative requirements and providing information as requested.

Essential JobDuties

Manage the day-to-day operations of the Superintendents Office to ensure efficient administrative and operational support.
Coordinate and maintain the Superintendents calendar including meetings appointments conferences and site visits while ensuring adequate preparation time.
Manage and coordinate the meeting calendars for the Superintendent and Board of Directors including scheduling meetings retreats trainings and special events.
Serve as the primary point of contact for internal and external stakeholders seeking access to the Superintendent maintaining appropriate communication protocols.
Screen prioritize and route incoming communications including phone calls emails correspondence and visitors; respond independently when appropriate.
Prepare review and edit correspondence reports presentations and other written communications for the Superintendent to ensure clarity accuracy and alignment with district priorities.
Prepare documents for Superintendent and Board signatures and compose routine correspondence and responses to inquiries.
Coordinate travel arrangements and conference registrations for the Superintendent Board members and designated administrative staff.
Prepare compile and distribute Board of Directors meeting agendas packets and supporting materials in consultation with the Superintendent and Board President ensuring compliance with public meeting laws and timelines.
Attend Board meetings and other designated meetings to provide administrative support and coordinate meeting logistics.
Record prepare and maintain accurate official meeting minutes and records in accordance with state law district policy and audit requirements.
Maintain official Board documents district records and confidential files related to personnel matters negotiations legal issues and other sensitive information.
Maintain district policy manuals and coordinate the review revision and updating of district policies procedures and regulations in alignment with state and federal laws.
Monitor changes in education laws and regulatory requirements and assist with district compliance and required reporting.
Coordinate Board member onboarding training compliance evaluation processes and governance-related training.
Demonstrate professionalism discretion and confidentiality when handling sensitive or administrative matters and perform other related duties as assigned.

Minimum Qualifications

Minimum of five (5) years of progressively responsible executive or administrative support experience including project coordination and public-facing responsibilities preferred.
Knowledge of the organization functions and operations of a school system or public-sector organization.
Demonstrated ability to organize work manage multiple priorities and meet deadlines in a fast-paced environment with frequent interruptions.
Strong written and verbal communication skills including the ability to draft professional correspondence from general direction.
Proficiency with computers and standard office software including word processing data management and document preparation.
Ability to work independently while also collaborating effectively with administrators staff Board members and community stakeholders.
Demonstrated ability to establish and maintain effective working relationships across all levels of an organization.
Ability to remain calm professional and tactful when managing confidential sensitive or emotionally charged situations.
Demonstrated commitment to respectful communication and productive relationships with colleagues families and community members from diverse backgrounds.
Ability toattend and provide administrative support at evening and/or weekend meetings including Board meetings retreats and other district events as required.

Mandatory Conditions of Employment:

Proof of High School diploma or equivalent;
Successful clearance of the FBI and Washington State Patrol fingerprint background check.
Successful Washington State Sexual Misconduct clearance.
Completion of federal I-9 form.

Work Environment:

This position is primarily office-based and performed in a standard desk and computer workstation environment within a school district setting. The role requires extended periods of sitting frequent use of a computer keyboard and other office equipment and regular visual focus on digital screens. Work may involvefrequent interruptions multiple concurrent tasks and deadlines.

Forinformation on salary and benefitsoffered please visit: following policies have been adopted and are reflected in our employment practices:

The Omak School District complies with all applicable federal and state rules and regulations and does not discriminate in any programs or activities on the basis of sex race creed religion color national origin age veteran or military status sexual orientation gender expression gender identity disability or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination: Civil Rights Compliance & Title IX Coordinator: Brittney Richter 619 W Bartlett Ave Omak WA 98841 ; Section 504 Coordinator: Sarah Lewman 619 W Bartlett Ave Omak WA 98841 .

This organization complies with the Americans with Disabilities Act. Persons who may need some accommodation in the hiring process should contact the Human Resources Office.

Omak School District is a drug and tobacco free workplace.

For more information on Omak School Districts Affirmative Action Plan please visit the District Information section located under our District on the Omak School District website at.

This organization requires a successful applicant to provide employment eligibility and verification of legal right to work in the United States in compliance with the Immigration Reform and Control Act.

Required Experience:

Junior IC

Job SummaryThe Executive Secretary to the Superintendent will be responsible for providing direct support to the Superintendent and the Board of Directors. The position is responsible for conveying information regarding district functions and procedures; communication with staff the public and other...