Executive Assistant to Superintendent Job Oklahoma City area,Oklahoma USA,Administrative/Clerical

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Primary Function of Position

Provide high level of support to the Office of the Superintendent/CEO and the Deputy Superintendent/COO, managing all essential tasks related.

Essential Job Functions Board of Education

Serve as Minute Clerk to the Board of Education; prepare regular and special agendas using board software; post agendas within legal mandated time frames; notify county of all meetings and any changes as required by law; facilitate board meeting votes and items; prepare minutes from each meeting.
Coordinate monthly contracts for board approval with Deputy Clerk and gather needed information from District Staff who oversee contracts each month.
Work with HR and Leadership on re‑hire information for all staff; ensure all staff are accounted for on the board agenda for re‑hire each year.
Obtain signatures of board approved agreements and send to applicable parties; ensure fully executed agreements are obtained for all board items and attach them to the district board software.
Assist Board Members in all registrations, travel, etc. for district business.
Maintain board files in compliance with the Open Meeting Law.
Obtain/maintain proof of board member credits for state auditing regulations; work with board members to ensure credits are kept up to date per their legal obligation.
Attend OSSBA and other training as needed for Board Minute Clerk updates and duties.

Data & Data Systems

Provide district wide data for superintendent and administrators; work with the Student Administrative Services Director, utilizing the District Student Information System, other reporting software, district dashboards, and the Department of Career Tech CTIMs database.
Assist in yearly student follow‑up including pre‑follow‑up reporting for instructors, compiling summary data for instructional areas and superintendent, and verifying accuracy of data from the Oklahoma Department of Career Tech.
Compile and update capacity documents for superintendent and instructional areas; work with the Student Administrative Services Director to ensure capacities are accurate in the Student Information System for reporting purposes.

Scheduling

Schedule superintendent activities and meetings, working with large numbers of participants and their schedules.
Schedule and maintain superintendent’s calendar, communicating any changes or conflicts that arise.

Administrative

Coordinate and assist in special projects that require a cooperative team effort between in‑house, local, and state departments, businesses and industry, government officials, and the office of the superintendent.
Keep the "All District" and "Instructional" sites on FT Connect up‑to‑date with applicable events, files, links and other items as needed; serve as content manager for these sites; work with the FT Connect Program Manager as needed and serve on the FT Connect Governance Board.
Work with district staff to coordinate activities requested by the superintendent.
Compile and publish notes/minutes for district leadership meetings, instructional director meetings, STARR lunches, and superintendent student advisory meetings; assign action items to applicable staff and remind of deadlines as needed.
Work with the budget for the office of superintendent in determining budget needs; prepare each new fiscal year budget summary for finance; prepare purchase requisitions for renewal of institutional memberships and other entities for the office of the superintendent.
Obtain payment approval of purchase order items and submit to finance as received.
Assist deputy superintendent as needed for district tasks.
Serve on district committees as needed.
Maintain notary public status.
Work with superintendent on any Open Records Requests.

Events