Secretary to Assistant Superintendent

Job Description

Starting Date: Immediately

Position Title: Secretary to Assistant Superintendent

Reports To: Assistant Superintendent

Position Summary: Performs a wide variety of secretarial, clerical and administrative duties to assist and support an Assistant Superintendent in accomplishing the functions assigned to his/her area of responsibility.

Essential Functions:

• Performs the major clerical functions assigned to the office, screens incoming phone calls, types correspondence and reports, develops spreadsheets to track and maintain financial or other quantitative data, and maintains records and files.
• Assembles data and materials required for meetings, proofs, makes and distributes copies, arranges meetings, and takes minutes as required.
• Prepares or assists in gathering and creating information or data for board meetings and/or assists with preparation of information for major yearly tasks of the district.
• Performs various tasks associated with financial matters of the district, such as payroll, collection, disbursement and/or deposit of monies, payment of bills, and maintaining required records.
• Develops and distributes schedules and coordinates arrangements for various district functions or events.
• Initiates purchase orders as required for supplies or equipment for the office or special functions.
• Makes travel arrangements and processes expense reimbursements for the office.
• Responds to inquiries from parents, teachers, students and administrators and provides necessary information and assistance.
• Accesses, inputs and/or retrieves information from computer systems or other sources as requested.

Marginal Functions:

• Assists other administrators as necessary to cover absences or complete special projects.

• Sitting, walking, standing, stooping or crouching to access file drawers, talking, hearing.
• Normal mental attention with clarity of vision at 20 inches or less as well as 20 feet or more required.
• Nominal physical effort ranging from moving very light (1-5 lbs) items by hand to rarely moving light to average (5-60 lbs) boxes of paper and other supplies with assistance.

Environmental Conditions: Work is typically performed in a standard office environment with normal office conditions.

Knowledge: Thorough knowledge of administrative and secretarial practices, accounting procedures, and general office operations. Proficient with office equipment, personal computers and related software applications, including advanced technical skills. Equivalent to a high school diploma supplemented by additional specialized training or coursework.

Experience: Minimum of three years of progressively responsible administrative or secretarial experience, preferably in an educational setting.

• Demonstrated proficiency in Google Workspace applications (Docs, Sheets, Slides, Calendar, Gmail), Microsoft Office (Word, Excel, Powerpoint), Adobe Acrobat and Zoom for communication, scheduling, recordkeeping, and document management.
• Effective professional communication with administrators, staff, students, parents, and community members, both verbally and in writing.
• Ability to interact with tact, diplomacy, and professionalism when addressing concerns, resolving conflicts, and diffusing difficult or emotionally charged situations.
• Use common sense to carry out instructions furnished in written, oral, or diagram form and solve problems involving several concrete variables in standardized situations.
• Maintain confidentiality and exercise discretion in handling sensitive information.
• Prioritize tasks, manage multiple responsibilities simultaneously, and work efficiently in a fast‑paced office environment.
• Perform basic mathematical functions, including addition, subtraction, multiplication, division, and compute ratios, rates, percentages; interpret charts and graphs.
• Demonstrate reading, writing, proofreading, and speaking skills necessary to perform duties of the position.
• Preferred experience with educational and administrative software systems, including Infinite Campus, Business
  
  PLUS, Assure Force, and Frontline.

Equipment Used: Personal computers and related software applications, photocopiers, scanners, fax machines, multi‑line telephone systems, and other standard office equipment commonly associated with the position.

EQUAL OPPORTUNITY EMPLOYER

Location:

Hazelwood School District Learning Center, Florissant, Missouri.