Executive Assistant to Superintendent

Executive Assistant To Superintendent

Provide high level of support to the Office of the Superintendent/CEO and the Deputy Superintendent/COO, managing all essential tasks as related. Embrace the Francis Tuttle Culture as reflected in the Mission and Vision statements, and continually portray the Core Values:
Service, Trust, Aspiration, Respect and Responsibility.

Board Of Education

• Serve as Minute Clerk to the Board of Education; including: prepare regular and special agendas using Board software; posting of agendas in legal mandated time frames, notification to county of all meetings and meeting 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. Also 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. Update/maintain Board Member Financial Disclosure forms.
• Attend OSSBA and other training as needed for Board Minute Clerk updates and duties.

Data & Data Systems

• Provide Districtwide Data for Superintendent and Administrators. Working with the Student Administrative Services Director, utilizing the District Student Information System, other reporting software, district dashboards, and Department of Career Tech CTIMs database.
• Assist in yearly student follow-up to include:
  Pre-follow up reporting for instructors, compiling summary data for Instructional Areas and Superintendent, and verifying accuracy of data from Oklahoma Department of Career Tech.
• Compile and update Capacity Documents for Superintendent and Instructional areas. Working with Student Administrative Services Director to ensure capacities are accurate in Student Information System for reporting purposes.

Scheduling

• Scheduling of Superintendent Activities and Meetings. Including working with large numbers of participants and their schedules. Schedule and maintain Superintendent's calendar, communicating any changes or conflicts that arise. Book all meetings in district scheduling software.

Administrative

• Coordinate and assist in special projects that require a cooperative team effort between in-house, local, and state departments, business 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 FT Connect Program Manager as needed, and serve on the FT Connect Governance Board.
• Work with District Staff to coordinate activities requested by Superintendent. Compile and/or 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 to decrease/increase; 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

• Work with Event Services, and OkACTE Staff to host Annual Superintendent's State Meeting, and Superintendent…