Administrative Assistant to Superintendent​/Clerk Board

Position: Administrative Assistant to the Superintendent/Clerk of the Board
Location: Lovingston

SUMMARY

To perform highly specialized and confidential administrative and secretarial services for the Superintendent of Schools and School Board

DUTIES AND RESPONSIBILITIES

Gives notice to the School Board, press and public, and attends all meetings of the School Board

Assists the Superintendent in the preparation of and delivery of the agenda and/or other meeting data to the School Board

Prepares minutes of official proceedings and transmits same to School Board and other designated groups

Attends all Board meetings, budget work sessions and other meetings as requested by the Superintendent or the Board

Maintains records on pertinent information related to School Board activities

Publishes all legal notices concerning School Board business such as public hearings, etc.

Coordinates gathering and compiling of information as instructed by Superintendent and the majority of the School Board

Screens phone calls to Superintendent and responds appropriately to requests for information or direct calls to appropriate assistant

Serves as confidential assistant to the Superintendent

Attends meetings regarding legal matters and other confidential matters, as well as work sessions as directed by the Superintendent or School Board

Responsible for updating official school policies and procedures based on Board actions and disseminating same to designated building representatives and on the policy webpage, while also maintaining manual and electronic editions of the Nelson County School Board Policy Manual

Serves as webmaster for the School Division and trains school webmasters

Maintains files and makes reservations for workshops and conferences for Superintendent and School Board members

Maintains the Superintendent's calendar when requested, including the scheduling of meetings and appointments

Maintains confidential files and oversees the security of these files

Handles incoming mail for Superintendent and School Board, and prepares draft responses for approval of Superintendent and Board chairman

Assists Superintendent in general administration responsibilities

Confers with Superintendent and appropriate Assistant Superintendent on areas of concern

Advises Superintendent immediately of possible problems warranting his/her immediate attention

Maintains records of actions by the Board, and generates written correspondence to parents and appropriate school personnel

Schedules space and sets up rooms for School Board meetings

Assists with budget category preparation for School Board and Superintendent, estimating anticipated expenditures for the fiscal year

Procures all office supplies and maintains inventory of all supplies and equipment for Central Office personnel

Performs such other duties as required and/or assigned by the Superintendent or School Board

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Associates Degree or 3 years of experience in business related field. Bachelors Degree in business management or business related field preferred.

LANGUAGE SKILLS

Ability to read, analyze, and interpret education periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Ability to communicate effectively and tactfully in both oral and written forms. Thorough knowledge and use of proper English, spelling, grammar and punctuation.

MATHEMATICAL SKILLS

Thorough knowledge of arithmetic. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions or take appropriate action in a variety of procedural matters. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS

Commonwealth of Virginia Notary Public preferred.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee frequently is required to talk or hear. The employee is occasionally required to stand,…