Administrative Assistant to Deputy Superintendent

Administrative Assistant to the Deputy Superintendent

Starting Date: Immediately

PRIMARY

PURPOSE:

To facilitate the efficient operation of the Deputy Superintendent's office by providing clerical services to this position and Board of Trustees. To work under general supervision and handle confidential information and frequent contact with all levels of district employees, outside agencies, and the general public.

• High School Diploma or G.E.D.
• Certification as per TEA rules and regulations.
• Experience in general clerical skills: typing, word processing, office machines.
• Other acceptable alternatives as approved by the Superintendent and/or Board of Trustees.

• Perform usual office routines and practices associated with a productive and smoothly run Deputy Superintendent office.
• Obtain, gather, and organize pertinent data as needed; put data into usable form and/or prepare reports.
• Assist in preparation and posting of official board meeting notices.
• Assist in gathering information for and preparing board meeting agendas.
• Prepare agendas and record minutes of executive staff meetings as required.
• Type all correspondence, memos, and reports for the Deputy Superintendent office.
• Proofread materials for district-wide publication.
• Maintain a regular filing system and a set of locked confidential files.
• Maintain all records required by policy, regulation, law or good practice.
• Maintain and ensure confidentiality of information for the office of the Deputy Superintendent.
• Review mail and make necessary distribution.
• Classify, sort and file correspondence or other data.
• Maintain office mailing lists of community resource persons and suppliers.
• Collate and assemble printed matter.
• Operate the following machines: personal computer, typewriter, calculator, copy machine, fax machine.
• Assist in making travel arrangements and organize visits from outside officials.
• Assist in making arrangements and reservations for the Deputy Superintendent, Superintendent and Board members.
• Submit requests of expenses for the Deputy Superintendent.
• Renew subscriptions and memberships and keep accurate records.
• Order and maintain supplies as needed.
• Perform bookkeeping tasks associated with the specific position.
• Place and receive telephone calls and record messages.
• Schedule appointments and maintain calendar.
• Welcome visitors and arrange for their comfort and screen unexpected callers in accordance with pre-determined policy.
• Respond to routine inquiries from staff and public; refer appropriate inquiries or problems to the Deputy Superintendent.
• Adhere to proper channels when communicating ideas, problems, correspondence, etc.
• Keep informed of and comply with state and district policies and regulations concerning primary job functions.
• Project a professional image through demeanor and dress.
• Participate in the development of improved methods of operations.
• Assist in updating Board Policy Manuals throughout the district.
• Provide Notary Public services for school business.
• Undertake additional duties as assigned.

Tools/Equipment Used: Standard office equipment including personal computer and peripherals.

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting.

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching.

Lifting: Occasional light lifting and carrying (less than 15 pounds).

Environment: May work prolonged or irregular hours; occasional district wide travel.

Mental Demands: Work with frequent interruptions; maintain emotional control under stress.

The above statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list.

Calendar Days: 227