Executive Assistant to Superintendent

Summary

Under the direction of the Superintendent and in compliance with established policies, procedures and practices, the Executive Assistant to the Superintendent will perform highly responsible administrative and secretarial duties, process administrative and clerical detail and handle complex administrative matters independently; plan, manage and coordinate activities necessary for the effective operation of the district; record, transcribe and independently prepare correspondence, records and reports;

perform public contact and related clerical and secretarial work; and perform related work as required.

• Assist the Superintendent with administrative matters; interview callers, exercising considerable judgment and applying experience in making decisions; provide information in accordance with established procedures and policies; refer problems requiring technical answers to appropriate administrators.
• Coordinate preparation of the Board of Education agenda; assure proper content, format, order and supporting documentation; confer with submitting departments as needed regarding revisions and corrections; incorporate materials into resolution form for presentation to the Board; attend Board meetings.
• Oversee and coordinate the preparation of official minutes of Board meetings; maintain official record of the minutes.
• Provide assistance to the Board of Education as needed, including research of policy questions and coordination of Board requests and activities; maintain subject indexes of Board actions for historical and reference purposes; maintain other records required by policy, regulations or law.
• Maintain Superintendent's calendar; arrange for meetings of the Superintendent with various groups both within and outside the District.
• Conduct initial interviews on the phone or in person with students, teachers and parents; answer questions, refer to appropriate staff member and schedule appointment with the Superintendent; receive and resolve complaints as appropriate or refer matters to proper personnel.
• Screen and route the Superintendent's incoming correspondence; indicate coverage and action required; follow up to assure prompt response or action, consulting, as necessary, with legal advisors and other administrators including FOIA requests.
• Remain current concerning issues, situations and conditions of special interest to the Superintendent and Board members.
• Exercise discretion in disseminating information, explaining policies and procedures and speaking as directed for the Superintendent in personal and telephone contacts and meetings.
• Compose effective correspondence independently; reference policies, rules and regulations in preparing correspondence; review and edit material prepared by others.
• Perform a variety of general secretarial duties including sorting and routing mail; receive and refer telephone calls; operate computer, copier, dictation equipment, electronic typewriter and recording machines and equipment as required.
• Handle the process for property transfer requests.
• Serve as district contact with NEOLA on bylaws, guidelines and policies, in addition to the superintendent.
• Supports the districts with maintenance of website by posting updates for Transparency Reporting, A/P, Payroll and HR Webpages.
• Assist the facility coordinator with clerical support including FMX work order system, EMS Room Reservation Requests (internal and external), Facility Use Applications and Emergency Announcement.
• Maintain the Power School system.
• Maintains central office supply inventory and requests.
• Assists with event planning for the district as needed.
• Other duties as assigned.

Required:

• Current Notary Public or be eligible for.

Desired:

• Michigan School Business Officials Pupil Accounting Specialist (PAS) and/or Business Office Specialist (BOS) certification.

Required:

• Possession of an associates’ degree in a related field.
• Three (3) years or more progressively more responsible secretarial and clerical work experience.

Desired:

• Five (5) or more years secretarial and clerical work experience providing support to senior executive level positions.

• Considerable knowledge of the business communications, including grammar, spelling, punctuation, and styles.
• Knowledge of the methods employed to collect, analyze, and interpret data.
• Knowledge of administrative software applications e.g. content management systems, general ledger, human resources, payroll and benefits systems.
• Knowledge of basic accounting, school finance, and pupil accounting.
• Skill in typing, dictation/transcription, and/or note taking.
• Skill in word processing, spreadsheets, databases and other business related information systems.
• Ability to develop and maintain positive working relationships with all stakeholders.
• Ability to evaluate and analyze information from multiple sources in order to ensure compliance with policies,…