Executive Assistant to the Superintendent

Position: Executive Assistant to the Superintendent
Location: Newton Community School District
Job Description: See attached

Please attach a Cover Letter and Resume with your completed application

POSITION GOAL:

To provide high-level administrative organizational and confidential support to the Superintendent of Schools in the effective and efficient execution of the duties and responsibilities associated with the general leadership and administration of the school district.

QUALIFICATIONS :

1. Associates degree required; Bachelors degree preferred with an emphasis in Business Administration Business Management Human Resources or a related field or an equivalent combination of education and relevant experience.
2. Strong written and verbal communication skills proficiency with technology and office productivity systems and such other qualifications as the District may find appropriate and acceptable.
3. Exemplary organizational and time-management skills with the ability to prioritize coordinate and successfully manage multiple tasks and responsibilities while meeting established deadlines.
4. Self-motivated and proactive with strong interpersonal skills and the ability to work effectively both independently and collaboratively with the Superintendent School Board staff and community members.
5. Adaptable and composed in changing or challenging situations demonstrating professionalism sound judgment flexibility and grace under pressure.
6. Demonstrate the ability to maintain confidentiality and exercise discretion when handling sensitive confidential and privileged information including personnel Board legal and administrative matters.

PERFORMANCE RESPONSIBILITIES:

1. Perform confidential and sensitive administrative duties in support of the School Board Superintendent and central office administrators exercising discretion and sound judgment in handling confidential information.
2. Establish organize and maintain accurate file systems confidential materials databases records correspondence press releases and other official district documents in accordance with district procedures and applicable records retention requirements.
3. Manage and maintain the Superintendents calendar including scheduling and coordinating appointments meetings and engagements. Receive prioritize and coordinate requests to meet or communicate with the Superintendent using sound judgment to balance the Superintendents accessibility with the demands of district leadership and operational priorities. Collaborate with the Superintendent to maintain an effective schedule that supports productivity responsiveness and accessibility.
4. Serve as the School Board Minute Recorder with responsibility for coordinating and maintaining the official records and processes related to School Board meetings including but not limited to:
   1. Utilize approved software to prepare and assemble School Board meeting agendas ensuring all pertinent agenda items and supporting documentation are included.
   2. Coordinate with the Superintendent Board members and appropriate staff to ensure regularly scheduled deadlines reports and agenda items are identified and included in a timely manner.
   3. Develop and submit the annual School Board meeting calendar and maintain the official calendar throughout the year.
   4. Coordinate and communicate all special Board meetings meeting cancellations rescheduling and changes to the originally published Board meeting calendar.
   5. Attend School Board and related meetings to accurately record prepare and maintain official Board minutes in accordance with applicable requirements and district procedures.
   6. Ensure official Board minutes and related records are properly archived and maintained as part of the districts official records.
   7. Coordinate the timely review approval publication and distribution of Board minutes and related meeting materials.
   8. Communicate regularly with the Superintendent and School Board regarding the development preparation and publication of meeting agendas and minutes.
   9. Maintain confidentiality and exercise sound judgment when handling Board Superintendent personnel and other sensitive district information.
5. Collaborate with District Office administrative assistants and building secretaries to coordinate and complete district-wide tasks projects and initiatives.
6. Provide technology support related to Google Workspace and Microsoft Office applications including assisting with document preparation communication data management and other administrative technology needs.
7. Assist with problem-solving project coordination and management and the development and implementation of established goals objectives and initiatives.
8. Prepare assemble and distribute School Board meeting packets and related materials for Board members district office personnel administrators media and other appropriate recipients.
9. Coordinate registration and arrangements for the Superintendent and School Board members to attend meetings workshops conferences and other professional development activities.
10. Prepare and distribute calendars of events meeting agendas public notices and other information to appropriate local media outlets including newspapers and radio stations.
11. Prepare process maintain records for and monitor Mini and Major Grant applications and related funding activities for the Newton Community Educational Foundation.
12. Track contributions and related financial information for the Newton Community Educational Foundation and communicate regularly with the Foundation Treasurer regarding contributions and records.
13. Perform other duties and responsibilities as assigned by the Superintendent of Schools

Continuous Notice of Nondiscrimination
It is the policy of the Newton Community School District not to discriminate on the basis of race color national origin sex disability religion creed age (for employment) marital status (for programs) sexual orientation and socioeconomic status (for programs) in its educational programs and its employment practices. There is a grievance procedure for processing complaints of discrimination. If you have questions or a grievance related to this policy please contact Laura Selover Director of Human Resources 1302 1stAvenue West Newton Iowa 50208 .

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