Superintendent Secretary

Superintendent Secretary

Full Year Position – 8 hours/day

SUMMARY:

The Administrative Assistant position performs highly responsible and complex secretarial and administrative assistant duties. This position exercises independent judgment in assisting the Superintendent in administrative details requiring considerable knowledge, use and interpretation of District policies and procedures and effective communication with internal and external customers.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

(Other duties may be assigned.)

• Assists the Superintendent with administrative matters exercising considerable judgment and applying experience in making decisions. Provides information in accordance with established procedures and policies, and refers problems requiring technical answers to appropriate administrators.
• Coordinates preparation of the Board of Education agenda including assuring proper content, format, order and supporting documentation. Confers with submitting departments as needed, regarding revisions and corrections and incorporates materials into resolution form for presentation to the Board. Attends Board meetings and oversees and coordinates the preparation of official minutes of Board meetings. Maintains confidential files and records related to Board of Education actions including official record of the minutes.
  
  Interfaces with others concerning items that are needed after Board of Education approval and makes required copies of agenda attachments.
• Provides assistance to the Board of Education, as needed, including researching policy questions and coordination of Board requests and activities. Maintains subject indexes of Board actions for historical and reference purposes. Maintains other records required by policy, regulations or law.
• Communicates with Board of Education members, District and other school administrators concerning Board of Education meetings, official functions, meetings and any other pertinent information.
• Maintains Superintendent's calendar. Arranges for meetings of the Superintendent with various groups, both within and outside of the District.
• Oversees and manages incoming telephone calls including answering questions, referring to appropriate staff members and scheduling appointments with the Superintendent. Receives and resolves complaints as appropriate or refers matters to proper personnel.
• Screens and routes the Superintendent's incoming correspondence. Follows up to assure prompt response or action and consults as necessary with other administrators.
• Keeps the Superintendent informed of potential problems or unusual events.
• Receives and reviews incoming correspondence, reports, materials and communications. Independently prepares replies to inquiries not requiring attention of the Superintendent and routes correspondence requiring special attention to appropriate personnel. Reviews and edits materials prepared by others.
• Remains current concerning issues, situations and conditions of special interest to the Superintendent and Board members.
• Maintains effective working relationship with Board of Education members, District and school personnel, parents, media representatives and the general public.
• Processes conference envelopes and purchase orders for Superintendent and Board members. Assists with budget preparation and tracking and orders office supplies for Superintendent.
• Conducts research of problems and situations, consulting with involved staff members, investigating policies and procedures and gathering background materials. Prepares reports involving research as directed for use by the Superintendent.
• Manages pre-enrollment for K-6 students within Power School.
• Manages Section 6 and School of Choice for incoming students.
• Performs a variety of general secretarial duties including sorting and routing mail; receiving and referring telephone calls. Operates computer, copier and other equipment as required.
• Consults with District personnel and others concerning specific issues and situations.
• Researches records and obtains information from other offices and agencies as necessary to perform assigned duties.
• Exercises discretion in disseminating information, explaining policies and procedures and speaking as directed for the Superintendent.
• Develops an extensive knowledge of the organization and program under the Superintendent's jurisdiction.
• Attends and participates in a variety of administrative meetings.
• Manages special projects as assigned by the Superintendent.
• Maintains all records in compliance with state and federal guidelines and District policies.
• Supports a team-based approach to problem solving.
• Performs such other tasks as may from time to time be assigned by the supervisor.
• Maintains regular predictable attendance.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Alternative requirements that may be appropriate and acceptable to the Board of Education may be considered. The requirements listed below are…