Administrative Assistant to the SuperintendentBOE

POSITION: Administrative Assistant

REPORTS TO: Superintendent

EDUCATION:

Associates degree or higher

EXPERIENCE:

Candidates must have experience providing high-level administrative support or equivalent extensive experience such as providing high-level support to a group of individuals or a board.

SALARY:

Office Support V Salary Grade 63 based on experience

JOB SUMMARY:

Under limited supervision by the Superintendent the candidate must perform a variety of administrative duties to support the activities of the Superintendents Office. Work involves assisting the Superintendent members of the Board of Education and the School Board Attorney in carrying out administrative activities to relieve them of operational detail. Employee is responsible for receiving and transcribing confidential and routine information screening and independently handling a variety of inquires by telephone and in person and maintaining a variety of confidential records and files. Employee is also responsible for interpreting and explaining program policies and procedures and for disseminating information to the general public pertaining to the operation of the school system. Unusual situations arise with some frequency requiring discretionary judgment and independent action.

MUST BE ABLE TO:

• Work flexible hours as required
• Meet deadlines
• Type accurately at a moderate rate of speed (45 wpm)
• Prepare read and comprehend a variety of job related forms reports spreadsheets maps plans records documentation and correspondence required by the job
• Understand and conform to all rules of punctuation grammar diction and style
• Speak to individuals or groups of people with poise voice control and confidence
• Respond adequately to inquiries or complaints exercising professional judgment in situations requiring problem-solving or decision making
• Perform under stress deal with persons acting under stress and adapt when confronted with emergency situations
• Be sensitive to cultural differences among individuals and groups of persons
• Operate a motor vehicle
• Operate and use a variety of automated office machines and equipment

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Maintains confidentiality and unquestionable integrity
• Coordinates arrangements for meetings conferences or workshops; locates appropriate space; notifies participants of date place and time
• Develops board agendas in consultation with the Superintendent and Board Chair
• Responsible for the development and distribution of electronic packets and meeting packets for the Board of Education
• Attends all work sessions regular sessions and special sessions of the Board of Education
• Understands Roberts Rules of Order Parliamentary Procedures
• Takes and transcribes minutes of all board proceedings for historical reference
• Maintains an updated Board of Education Policy Manual and notifies Board and Administration of any statutory changes or updates
• Gives and receives information requiring independent judgment or discretion based on established policies and procedures
• Assists Board Attorney with issues and concerns related to the Board of Education
• Coordinates the Oath of Office and training for new elected and re-elected Board of Education members
• Processes documents for board chairpersons signature
• Coordinates mail deliveries to board members as needed
• Places and receives telephone calls records messages and keeps the Superintendent informed
• Assesses needs orders and maintains supplies materials and equipment
• Performs any accounting tasks associated with the specific position
• Maintains regular filing systems and searches files for specific information
• Maintains and schedules Superintendents calendar and refers persons to other staff members as necessary
• Arranges travel schedules makes reservations and prepares travel expense reports for the Superintendent and Board of Education members
• Schedules speaking engagements for Superintendent with community and civic organizations
• Plans and coordinates dinners/receptions for special events/meetings
• Utilizes current technology to complete tasks
• Proofreads materials produced in the department
• Maintains a positive approach to public education and fosters favorable public relations with internal and external customers
• Answers questions from employees or the public concerning policies procedures or deadlines; explains the use of records or information
• Attends monthly K-12 Leadership Team meetings and transcribes minutes
• Supervises receptionist whose responsibilities include mailroom duties in addition to responsibilities of cordially meeting greeting and directing visitors and callers
• Performs all other duties as may be assigned or requested by the Superintendent or Board of Education members

PHYSICAL REQUIREMENTS:

The candidate must be able to perform the basic movements of stooping reaching standing lifting and climbing addition the Candidate must be able to lift carry push pull or otherwise move objects (up to 25 pounds).

Required Experience:

IC