ROLE AND PURPOSE:

Work under minimum supervision to ensure the efficient operation of the Superintendent's office and provide clerical services to the Superintendent and Board of trustees. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public. Oversee district elections. Provide for distribution of policy and study materials, working accommodations, communications assistance and safekeeping of legal documents. Responsible for on-site leadership of clerical employees assigned.

QUALIFICATIONS:

Education/Certification:

• High school diploma or equivalent required

• Some college coursework preferred

Experience:

• Five or more years successful secretarial experience in a school setting including extensive contact with people

• Office management experience including supervising other employees preferred

• Knowledge of school district organization, operations, and administrative policies

• Ability to read and comprehend instructions, correspondence, and memos

• Ability to make independent decisions regarding planning, organizing, and scheduling

• Excellent public relations, organization, oral and written communication, and interpersonal skills

• Ability to use software to develop spreadsheets, perform data analysis, and do word processing

• Ability to multi-task numerous complex administrative activities during the day

MAJOR RESPONSIBILITIES AND DUTIES:

I. ADMINISTRATION AND MANAGEMENT

A. Coordinate and manage all travel arrangements and registrations for the Superintendent and Board of Trustees to attend various events and conferences

B. Maintain Continuing Education Credits for Superintendent and Board of Trustees

C. Provide a communication link between the Superintendent and the Board of Trustees

D. Prepare regular and special reports and manage all correspondence as necessary for the Superintendent and Board of Trustees

E. Organize, prepare, and post official Board agenda and records for Board meetings and

distribute to Board members and others as required

F. Ensure all facilities and materials have been accommodated for all meetings of the Board of Trustees

G. Attend all scheduled Board meetings of the Board of Trustees

H. Record minutes of executive staff and Board meetings as required

I. Develop and implement the budgets for the Superintendent and Board of Trustees

J. Be knowledgeable of Texas election law and coordinate Board of Trustee elections

K. Comply with policies established by federal and state laws and regulations, and local board policy

II. SCHOOL/COMMUNITY RELATIONS

A. Be knowledgeable of Texas election law to respond to inquiries about the process of becoming a candidate for the Board of Trustees

B. Coordinate/help obtain polling locations for Primary elections and General elections other

than Board of Trustees elections

C. Respond to routine inquiries from the public, Board members, and staff and refer appropriate inquiries or problems to Superintendent or other administrators

D. Schedule appointments and maintain Superintendent's calendar and Board of Trustees

calendar

III. SUPERVISORY RESPONSIBILITIES

A. Supervise Superintendent Clerk and central office custodians to ensure open communication for Superintendent and Board Trustees

B. Assign work to executive office clerical staff as necessary and oversee completion

IV. MISCELLANEOUS

A. Maintain confidentiality in all matters

B. Fulfill other tasks and assume additional responsibilities as may be assigned by the Superintendent

V. SUPERVISORY RESPONSIBILITY

A. Monitor the work and issue work assignments to assigned clerical staff.

VI. MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS:

A. Tools/Equipment Used: Standard office equipment including personal computer and peripheral

B. Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

C. Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

D. Lifting: Occasional light lifting and carrying (less than 15 pounds)

E. Environment: May work prolonged or irregular hours; occasional districtwide travel

F. Mental Demands: Work with frequent interruptions; maintain emotional control under stress