Executive Assistant to Superintendent

Executive Assistant to the Superintendent

Greensville County Public Schools School Board Office - Emporia, Virginia Open in Google Maps

This job is also posted in Greensville County Public Schools

Job : 4954585

Final date to receive applications: Posted until filled

Posted: Sep 16, 2024 12:00 AM (UTC)

Starting Date: Immediately

Job Title: Executive Assistant to the Superintendent

Department: Support

Reports to: Superintendent

FLSA Status: Nonexempt

Pay Scale: Classified Scale C

General Description:

Performs highly responsible secretarial and confidential administrative work as principal staff assistant to the Superintendent of Schools with a view toward conserving the time of the Superintendent of Schools, and interacting with top level legislative, city, county and community officials, as well as the School Board. The work requires a broad knowledge of the organization and regulations affecting the school system and the ability to interact effectively with top level officials (legislative, community, city as well as school), on frequently sensitive, confidential and controversial matters.

Considerable judgment and tact is required in handling the many diverse problems that occur.

Essential Dutiesand Responsibilities include the following. Other duties may be assigned.

• Plans clerical work of the Superintendent's office and distributes to other secretaries as required for completion; monitors and modifies office procedures and organizes office projects and processes, managing day-to-day office operations; may take dictation; keeps Superintendent informed of deadlines and pending items and assembles background material for Superintendent; follows up on work in progress to ensure timely reply or action.
• Screens telephone callers and drop-in visitors, tactfully referring those which can be handled by other offices; personally handles many inquiries, including substantive questions requiring research or technical knowledge.
• Maintains the Superintendent's day and night calendars, and schedules certain appointments and conferences without prior clearance; makes necessary arrangements for meetings or conferences, including space, time, and participants; prepares for the superintendent's signature, replies to general requests and routine letters on varied matters.
• Reviews all outgoing correspondence requiring the Superintendent’s signature for format, spelling, punctuation, and grammar before submitting for signature; may coordinate the activities of a subordinate clerical staff; types a variety of correspondence and reports from handwritten notes, dictation, or computer disk, using available computer, word processing machine or typewriter; processes statistical reports, forms and newsletters requiring a number of separate tabulations, often utilizing electronic spreadsheet programs;
  
  takes and transcribes meeting minutes; signs supervisor's name to correspondence of a routine nature.
• Reviews incoming mail for action or for-eyes-of Superintendent; retrieves appropriate background information to be attached to the correspondence or other materials; notes details pertinent to the superintendent's calendar and future attention.
• Collects data for and prepares informal and formal dockets and packets for School Board meetings; composes letter ensuring that all pertinent details and views of Superintendent and Clerk are addressed.
• Handles arrangements for Superintendent's travel.
• Completes secretarial follow-up tasks regarding School Board decisions and requests and administration action items.
• Composes routine correspondence, newsletters and other communications; makes announcements related to school closings; responds to Freedom of Information requests; compiles data for questionnaires; prepares staff-development materials; maintains control records on incoming correspondence and action documents, and follows up on work in progress to ensure timely response or action.
• Organizes and maintains filing system(s), according to standard filing procedures, and at times according to local, state or federal guidelines; maintains a log of staff assignments.
• Tabulates and prepares reports of financial and statistical data; gathers and compiles data for inclusion in the yearly budget; prepares budget request for the Office of the Superintendent.

Required Knowledge, Skills, and Abilities:

• Comprehensive knowledge of major educational business office administrative support secretarial functions, modern office terminology, procedures, and equipment.
• Comprehensive knowledge of the organization and functions of the school system, including established procedures and practices of the Office of the Superintendent, and the names and responsibilities of school division administrative staff.
• Thorough knowledge of local, state and federal regulations which govern school division operations and ability to apply said knowledge to secretarial support level decisions.
• Ability to manage clerical and administrative support activities of a large…