Executive Assistant to the Superintendent

Full-Time and Permanent; 7.5 Hours/Day; 252 Days/Year; 12 Months/Year; Grade:QQ

General Responsibilities

Performs highly responsible secretarial and confidential administrative work as principal staff assistant to the Superintendent of Schools. An employee in this classis responsible foroverseeing office operations and serving as the principal secretarial assistant to the Superintendent with a view toward conserving the time of the Superintendent of Schools. The work requires a broad knowledge of the organization and regulations affecting the school system and the ability to interact effectively with top level officials (legislative community city as well as school) onfrequentlysensitiveconfidentialand controversial matters. Considerable judgment and tactisin handling the many diverse problems that occur. Improper action might have serious public relations implications or impair the operations of the Superintendents office.

Supervision

Work is performed under general supervision of the Superintendent of Schools.The incumbent sets own daily priorities based on a knowledge of the overall functions for the administrative support operation of the office.The work is partially reviewed uponcompletionbutfrequentlyit is impracticable to review all the data compiled letters composed or the records prepared. The employee works independently referring only the most unusual or nonstandard matters to the superintendent. Assignments are usually received in the form of suggestions or general outlines.Employee develops and refines own work routines and is expected to independently complete assignments; assigns and reviews work of one or more secretarial employees.

Education and Experience

Graduation from high school includinganycourses in typing word processing and office practices supplemented by college level secretarial administrative assistant and office management courses (Associate Degreepreferred) and extensive progressively more responsible secretarial experience some of which shall have been at the level of Administrative Secretary; or any equivalent combination of education and experience that would provide the above noted knowledge skill and ability.

Knowledge Skills and Abilities

• Broad knowledge of major educational business office administrative support secretarial functions modern office terminology procedures and equipment.

• Comprehensive knowledge of the organization and functions of the school system including established procedures and practices of the Office of the Superintendent and the names and responsibilities of school division administrative staff.

• Thorough knowledge of localstateand federal regulations which govern school division operations and ability to apply said knowledge to secretarial support level decisions.

• Ability to manage clerical and administrative support activities of a largeschool-division and to supervise and manage activities and staff.

• Ability to communicate effectively both orally and in writing.

• Ability to makerelatively complexmathematical computations rapidly and accurately.

• Ability to interact with top level officials and all staff with tactcourtesyand diplomacy.

• Ability to follow complex oral and written instructions.

• Ability to work well under pressure with constant deadlines and frequent interruptions.

• Skill in the use ofa microcomputerand word processing equipment spreadsheets and database software programs and rapid data entry keyboarding functions.

Essential Job Functions

• Screenstelephone callers and drop-in visitors tactfully referring those which can be handled by other offices;personallyhandlesmany inquiries including substantive questions requiring research or technical knowledge.

• Maintains theSuperintendents dayand night calendars and schedules certain appointments and conferences without prior clearance; makes necessary arrangements for meetings or conferences including space time and participants; prepares for the superintendents signature replies to general requests and routine letters on varied matters.

• Reviews all outgoing correspondence requiring the Superintendents signature for format spelling punctuation and grammar before submitting for signature; may supervise a subordinate clerical staff; types a variety of correspondence and reports from handwritten notes dictation or computer disk using available computer word processing machine or typewriter; processes statistical reports forms and newsletters requiring a number of separate tabulations often utilizing electronic-spread sheet programs; takes and transcribes meeting minutes; signs supervisors name to correspondence of a routine nature.

• Reviews incoming mail for action or for-eyes-ofSuperintendent; retrievesappropriate backgroundinformation to be attached to the correspondence or other materials; notes details pertinent to the superintendents calendar and future attention.

• Collects data for and directs preparation of informal and formal dockets and packets for School Board meetings; composes letter ensuring that all pertinent details are addressed.

• Handles arrangements for Superintendents travel.

• Attends all School Board meetings including evening meetings takingminutesand ensuring Superintendent has information tofollow up onrequests and administration action items.

• Indexes andmaintainsfiles of Board meeting minutes.

• Composes routine correspondencenewslettersand other communications; compiles data for questionnaires; prepares in service materials;maintainscontrol records on incoming correspondence and actiondocuments andfollows up on work in progress to ensuretimelyresponse or action.

• Organizes andmaintainsfiling systems according to standard filing procedures and at times according to localstateor federal guidelines;maintainsa log of staff assignments.

• Tabulates and prepares reports of financial and statistical data; gathers and compiles data for inclusion in the yearly budget; prepares budgetrequestfor the Office of the Superintendent.

Physical Attributes

• Most tasks are performed in a sedentary workenvironmentattributes include thoserequiredin normal everyday activities including sitting walking standing bending reaching or carrying light items.
• Ability tooperatekeyboard foronproductionbasis to complete long time-sensitive reports or documents may berequired.

Hazards

• Work involves exposure to normal everyday risks involved in contact with the public and at times with children and young adults.

Unusual Demands

• Work is performed in an office and is subject to frequent interruptions.

• Attendance at after hour evening and weekendmeetingsconferencesrequired.

Required Experience:

IC