Closing Date:
07/31/2023

Supervisor: Superintendent
Term of Employment: 12 months
Salary Classification: Exempt 9
Job Summary: This position provides a wide variety of complex, technical and confidential administrative support providing overall support to the office of the Superintendent and the District. Assists the Superintendent in supervising and coordinating the functions, activities, workload and record keeping of the Superintendent’s Office. This position coordinates and provides information to the District, general public and public agencies as related to areas of responsibilities; plans, organizes and coordinates activities pertaining to the Superintendent’s office and the Governing Board in a timely manner to meet the needs of the District and community; interprets policy and administrative regulations to officials and the public; analyzes requests and provides recommendations for action. Performs a variety of moderate to complex administrative support tasks in support of the operation of the Peoria Unified School District.
Essential Functions: as defined under the Americans with Disabilities Act, may include, but are not limited to, the following tasks, duties, knowledge, skills and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents in this class.
ESSENTIAL DUTIES AND RESPONSIBILITIES generally include the following:

• Performs a variety of administrative functions for department staff. Schedules a variety of meetings, conferences and workshops. Makes travel arrangements and processes expenditure refunds. Prepares correspondence, memoranda and other documents within the scope of designated authority. Maintains schedule of appointments. Participates in the development, review, updating and/or preparation of policies and procedures within the assigned area.
• Serve as liaison with all levels of staff, public officials, school district personnel, and community representatives for all Superintendent business.
• Arrange and manage travel arrangements for Superintendent and Governing Board, including arranging for the training necessary for travelers to document expenses and ensure reimbursement in accordance with policy.
• Manage complex engagement calendar for Superintendent and Governing Board; Schedule meetings of the Superintendent’s Executive Council to maintain effective communication and ensure board meeting readiness.
• Prepares agendas, minutes, presentations and informational packets for Board, in-services and committee meetings, training and conferences. Coordinates a variety of annual or special projects, legal counsel issues, fiscal responsibilities and cost analyses for proposed projects.
• Maintain contact with the Governing Board, employee groups, professional organizations, legal counsel, on behalf of the Superintendent as directed.
• Research material through various resources for information to support the Superintendent’s actions in the development of policies, budgets, external reports, and Governing Board requests.
• Sets up requisitions and purchase orders. Orders, maintains, stores and distributes office supplies.
• Schedules interviews, conducts reference checks, processes payroll actions, and maintains attendance, payroll records and timesheets.
• Researches and responds to inquiries from staff, contract providers, parents, students and the community. Maintains, updates, and creates files, records and databases for assigned program or department. Processes and monitors a variety of confidential agreements, contracts, and applications.
• Provide administrative support to the Superintendent and Governing Board.
• Responsible for the development and publication of Board meeting agendas and meeting information packets, including the creation of a document that calendars agenda items for the year, tracks future agenda items yet to be calendared, as well as Governing Board requests for reports and written information.
• Attends all regular and special Governing Board meetings to provide information, record official minutes; coordinate materials distribution and /or support the needs of attendees.
• Possess knowledge and advise Superintendent and Governing Board regarding Open Meeting Law and seek legal counsel when needed to ensure compliance with legislative changes.
• Attend, write, publish and maintain official Board meeting minutes, both open and executive session.
• Maintain knowledge of District Policy, respond to questions and provide support to staff, the Superintendent and Governing Board.
• Daily contact and maintenance of positive relationships with administration and District staff, District patrons, local government, legislators and business leaders.
• Provide excellent written and oral communication on behalf of the Superintendent.
• Participate as ex-officio member of the Superintendent’s Council.
• Act as lead of secretarial support staff in Superintendent’s Office.
• Use, reconciliation and recordkeeping related to Department procurement card purchase.
• Provide support when needed to the District’s Emergency Response Team and act as a liaison to the Governing Board in the event of a district or school crisis.
• Performs other duties as assigned or required.

KNOWLEDGE AND SKILLS:

• Knowledge of BoardDocs is desirable, or similar systems.
• Knowledge of applicable Federal, state, county and city statutes, rules, regulations, ordinances and codes and Peoria Unified policies and procedures.
• Knowledge of the principles of customer service, general office, business English, grammar, punctuation, and grammar.
• Knowledge of the principles of file, records and database management.
• Skill in reading, interpreting, understanding and applying relevant Federal, state, county and city statutes, rules, regulations, ordinances and codes and Peoria Unified policies and procedures.
• Skill in creating, preparing and managing a variety of informational, educational, program, department and/or other training materials and reports.
• Skill in assigning and reviewing the work of volunteers and assigned staff.
• Skill in establishing and maintaining effective working relations with co-workers, vendors, students, parents, the general public and others having business with the school district.
• Skill in operating a personal computer utilizing a variety of software applications.

MINIMUM QUALIFICATIONS: High School graduation or equivalent, AND five (5) years of relevant, progressively responsible administrative, secretarial or closely related experience; prior work experience in a PreK-12 public school system preferred; College Degree, coursework in, or knowledge equivalent to that of an Associate’s Degree in business, management, or related field preferred; OR any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.
OTHER REQUIREMENTS:

• Must be able to pass a fingerprint and background clearance check.
• Required to work outside normal working hours.
• May be required to lift and/or carry heavy, bulky supplies, materials, equipment and other items weighing up to 35 pounds.
• May be required to possess and maintain a valid Arizona driver's license.
• Required to be a Notary Public.