Administrative Assistant to the Superintendent, School Board and District Director

Summary

Description

ADMINISTRATIVE ASSISTANT TO THE SUPERINTENDENT, SCHOOL BOARD, AND DEPARTMENT DIRECTOR(S)

JOB SUMMARY
Performs a wide variety of administrative support and secretarial responsibilities for the Superintendent and Department Director(s), including coordination of workflow and work assignment details for the office, ensuring that all essential accountabilities are performed in a complete, accurate and timely manner.  Also performs a wide variety of administrative support and secretarial responsibilities for the Board of Education, ensuring compliance with required timelines and procedures. 

SUPERVISORY RESPONSIBILITIES
None
 
ESSENTIAL DUTIES AND RESPONSIBILITIES
Administrative / Secretarial Support to the Superintendent
Percent of Time:  40%
 

• Performs a wide range of administrative and secretarial support including, but not limited to, reception of callers and visitors, independently resolving as many matters as possible; report preparation, and distribution, creation and maintenance of files/records; information exchange; ordering of supplies, mail screening and responses as delegated; and providing customer service to internal and external sources; codes expenses and monitors accounts under jurisdiction of the Superintendent
• Maintains the superintendent’s calendar as well as the scheduling of workshops and district events and programs; coordinates the scheduling of meetings and special events, including the venues, meals and travel arrangements.
• Composes and formats correspondence, memos, agenda and other materials, presentations and general information for distribution; includes the preparation of financial, analytical and communication materials.
• Creates and maintains various electronic and / or hard-copy files of data and information, ensuring ready access by authorized personnel as needed.
• Coordinates activities and communication among the Superintendent, School Board, other agencies, city and state officials and internal departments; provides administrative support to special committees.
• Periodically audits records and files to ensure compliance with laws and district record retention policies.

Administrative / Secretarial Support to Department Director(s)
Percent of Time:  30%

• Performs a wide range of administrative and secretarial support including, but not limited to, reception of callers and visitors, independently resolving as many matters as possible; report preparation, and distribution, creation and maintenance of files/records; information exchange; ordering of supplies, mail screening and responses as delegated; and providing customer service to internal and external sources; codes expenses and monitors accounts under jurisdiction of the Director
• Maintains the director’s calendar including coordinating the scheduling of meetings, bid openings, etc.
• Composes and formats correspondence, memos, agenda and other materials, presentations and general information for distribution; includes the preparation of financial, analytical and communication materials.
• Creates and maintains various electronic and / or hard-copy files of data and information, ensuring ready access by authorized personnel as needed.
• Periodically audits records and files to ensure compliance with laws and district record retention policies.

Support for the School Board
Percent of Time:  10%

• Prioritizes office workflow to ensure the most effective and efficient use of available resources.
• Serves as a resource to others inside and outside the District regarding existing policies and procedures.
• Develops and maintains good working relationships with all inside and outside contacts, ensuring that informational and / or materials needs are met promptly.
• Establishes and maintains good working relationships with other district administrative personnel in the Superintendent’s office ensuring that information that is exchanged is accurate and reflective of the request.

Special Projects
Percent of Time:  5%

• Participates in professional organizations and maintains professional expertise.
• Coordinates periodic meetings with administrative/clerical support staff at the building level in order to ensure they are kept apprised of important information related to their work.
• Performs other job-related responsibilities as apparent or assigned.

KNOWLEDGE, SKILLS AND ABILITITIES

• Demonstrated exceptional customer service skills including outstanding conflict resolution, responsiveness and follow through.
• An ability to work purposefully, confidently and independently within authority and responsibility parameters of the position under minimal supervision.
• Ability to work cooperatively with others, in a manner that builds respect and teamwork.
• High tolerance for stress and the ability to handle multiple and changing priorities, from a variety of sources, with attention to detail and deadlines.
• Excellent organizational, planning, group process and time management skills, and an ability to provide clear, correct answers and direction to others.
• Skill and ability to prioritize assign and expedite work assignments of the secretarial work team, ensuring optimum customer service and office efficiency, through effective analysis of work flow and work direction.
• Excellent working knowledge of the department, division and District programs as well as community programs and resources. 
• A thorough working knowledge of District and School Board policies, procedures and processes covering Board organization, work of the Board, election management, and maintaining and securing Board policy records. 
• Knowledge of and the ability to accurately apply bookkeeping procedures established at the Division or District level and troubleshoot and resolve bookkeeping problems.
• Ability to effectively communicate through a variety of mediums.
• Highly-developed listening skills in order to capture the essence, intent and content of Board meetings.
• Ability to proof, edit and compose written documents with accuracy for format, content and mechanics.
• Knowledge of the District’s budgeting policies, procedures and protocols; budgeting procedures specific to the department; and the ability to effectively apply the same in budgeting support responsibilities.
• Familiarity with and ability to access and effectively communicate with a wide variety of outside contacts e.g. legislators, media, law enforcement officials, other school district administrators, community agencies and city officials.
• Ability to integrate information, data and scheduling as requested and serve as a department resource in completing special projects.
• The skill and ability to maintain assigned databases and draw requested data into report form as needed.
• The knowledge, skill and ability to set up, maintain and ensure the security and confidentiality of data and information, particularly personnel-related records.

EDUCATION/CERTIFICATION REQUIREMENTS

• Post high school education in related field preferred.
• Notary certification or ability to obtain.

EXPERIENCE REQUIREMENTS

• Three years’ experience as a secretary or administrative assistant in an office management capacity supporting executives, officials, or school district administrators.
• Experience in oversight of work direction and workflow management.
• Experience in a K-12 school setting desired.
• Extensive experience using a wide variety of computer databases, spreadsheets and word processing programs.

PHYSICAL JOB REQUIREMENTS
 
The physical job requirements described here are representative of those an employee encounters while performing the primary functions of this job. 
 

Key:  N=Never     O=Occasionally (1-33%)     F=Frequently (34-66%)     C=Consistently (67-100%)

Demands
Demands
Demands

Physical
Lifting/Carrying
Exposure to Environ. Conditions

Standing
O
Up to 10 pounds
C
Possible exposure to blood-borne
pathogens through blood and/or body
fluids
N

Walking
O
Up to 25 pounds
O

Sitting
C
Up to 50 pounds
N

Talking in person/on the phone
F
Up to 75 pounds
N
Toxic chemicals
N

Pushing/Pulling
O
Up to 100 pounds
N
Moving parts
N

Hearing
F
More than 100 pounds
N
Electrical shock risk
N

Feeling, grasping, finger dexterity
C
Noise Levels
Explosives
N

Climbing, balancing
O
Quiet (i.e. private office)
N
Fumes
N

Stooping (bend at waist)
O
Moderate noise (i.e. business office with  typewriters/ printers, light traffic)
F
Extreme cold (non-weather)
N

Crouching, crawling, kneeling,
squatting
O
Extreme heat (non-weather)
N

Loud noise (i.e. many children laughing
& playing, large earth moving
equipment)
N
Varying weather conditions
N

Stretching/reaching with hands &
arms
O
Sight

Vision for close work/ability to adjust
focus
O

Distinguishing smell
N
Very loud noise (i.e. jack hammer, front
row rock concert)
N

Distinguishing temperature
N
Looking at computer monitor
F

Traveling by automobile
O
Color vision (identify & distinguish
colors)
O

Peripheral, depth perception
O

COMPENSATION/BENEFITS
Rate of Pay:  $32.93 per hour
Benefits:  According to Unaffiliated Terms and Conditions