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Administrative Assistant To The Superintendent

Reports to:

Superintendent of Schools

Job Summary:

Ensure the efficient operation of the Superintendent's Office and provide clerical services to the Superintendent of Schools and the members of the Board of Education. Handle confidential information and frequent contact with all levels of district employees, outside agencies, and the general public. The Administrative Assistant to the Superintendent must be flexible, have excellent interpersonal skills, and the ability to work well with all school district personnel, students, members of the community and outside vendors and clients.

Minimum Qualifications:

• High School diploma;
  Associates Degree preferred.
• K-12 public school experience preferred.
• Five or more years of comparable Administrative Assistant experience.
• Demonstrated computer experience and fluency with Microsoft Office Suite.
• Strong interpersonal skills to maintain effective relationships with staff/community, and provide strong customer service and communication skills, both verbal and written.
• Ability to establish priorities, and meet deadlines accurately and precisely.
• Good organizational and problem-solving skills.
• Possess sensitivity and commitment to serve the students and parents of the district.

Major

Duties and Responsibilities:

• Act as liaison between the Superintendent, district and building administrators, staff and the public, in a confidential and supportive manner.
• Support the Office of the Superintendent, as directed, in critical communication with Board members; assist in maintaining positive Board relationships.
• Coordinate and prepare all materials for Board members, including materials for regular and special meetings, work sessions and closed sessions.
• Set-up and attend all meetings of the Board of Education and record minutes of all proceedings.
• Process, post, and disseminate regular meeting schedule, special meetings, agendas, minutes of the Board in accordance with the Michigan Open Meetings Act.
• Maintain all records of the Board of Education and ensure safekeeping and availability for public inspection in accordance with the state law and district policy.
• Prepare all correspondence, memoranda, and reports on behalf of the Superintendent and/or Board of Education, including but not limited to composing accurate email responses, reviewing and editing documents, creating memos, letters, and reports.
• Prepare news releases, as appropriate, for media on behalf of the Superintendent's Office and district.
• Plan, coordinate, publish and disseminate the district-wide calendar on an annual basis.
• Prepare purchase orders, check requests and payment authorizations.
• Maintain the Superintendent's budget
• Schedule appointments and maintain Superintendent's calendar.
• Greet visitors and respond to routine inquires from staff, students, families and public; refer appropriate inquiries or problems to Superintendent/designee.
• Report to the Superintendent on any developments or problems within the district coming to his/her attention and requiring the Superintendent's awareness or action.
• Communicate with community members, business partners, political leaders and other educational leaders from the Office of the Superintendent of Schools.
• Coordinate, collect and prepare responses to requests under the Freedom of Information Act.
• Review and distribute mail for the Superintendent and members of the Board of Education.
• Maintain school board policy, prepare policies for Board consideration and adoption, and post on website.
• Work with the Coordinator of Elections in the preparation of conducting school elections and provide notification to Superintendent, Board of Education, and appropriate district staff in order to accommodate election needs.
• Maintain election documentation.
• Must obtain Notary Public Commission.
• Assist with coordinating long-term suspensions that are appealed, or expulsions, to the Board's level with written notification and background information to the Board of Education.
• Work with the Petition Review for Reinstatement Committee to assist in coordinating petitions for reinstatement of students.
• Maintain and update school closing information/fan-out and disseminate information to appropriate staff.
• Maintain and update administrative contracts, including Board approval on an annual basis.
• Assist Superintendent in the review and approval/disapproval of the distribution of materials to staff/students and notification to appropriate individuals.
• Perform responsibilities and tasks in a fast paced, high accountability environment that values prompt, thorough and accurate attention to detail.
• Maintain confidential information. Works independently and self-motivated; also works well on a team.
• Perform other duties as assigned.

Salary:
Starting Salary $75,000 to commensurate with experience per the Non-Represented Staff salary schedule