PRIMARY FUNCTION: This position is responsible for confidential and highly responsible secretarial work for the Superintendent of Schools and offers support, where necessary, to ensure the delivery of effective Board Services. Work is characterized by a high level of secretarial and procedural assistance, requires thorough knowledge and advanced skills in office practices, and involves use of exceptionally sound judgment and tact in relationships with the public and members of the staff.

REPORTS TO: Superintendent
SALARY SCHEDULE: A-5
WORK DAYS: 250

REQUIREMENTS:

1. Education Level:

• Associate degree or a minimum of 60 units from an accredited college or university with major emphasis in Business/Business Administration OR, High school diploma or equivalent with at least five years of verifiable experience encompassing extensively responsible and progressive administrative support

1. Experience, Skill, and Certification:

• Significant executive-level secretarial experience
• Experience in using office automation devices: computers, software, faxes, scanners, and multi-functional copiers.
• Ability to create spreadsheets, compose correspondence, manage databases, and create presentations and reports.
• Ability to negotiate with vendors, maintain and examine contracts, purchases made, and to retrieve data from various sources.
• Proficient in spelling, punctuation, grammar, oral communication, and keyboard skills
• Strong customer service and interpersonal skills: ability to establish and maintain effective working relationships with a variety of customers and technical personnel, even in the most stressful situations.
• Ability to use discretion when handling sensitive information.
• Ability to work independently, manage multiple tasks, prioritize workloads, and meet deadlines.
• Ability to conduct research and provide statistical reports Considerable knowledge and skill in the use of MS Office suite (Word, Excel, PowerPoint, and MS Outlook-multiple calendaring.
• Knowledge of board policies and state statutes.
• Demonstrable ability to maintain strict confidentiality.

Preferred:

• Office management experience
• Experience with payroll and timekeeping functions
• Experience as an Administrative Secretary for SCCPSS

ESSENTIAL DUTIES:

1. Charged generally with the preservation and safekeeping in good order of records and like matters associated with the operation of the Superintendent's Office, Cabinet meetings, or other meetings as assigned.
2. Receives telephone and personal callers and refers those which can be handled by other officials, as necessary.
3. Maintains the Superintendent's Day and night calendars.
4. Receives and screens incoming correspondence to the Office of the Superintendent, reports, and other written materials, and forwards as appropriate.
5. Prepares for the Superintendent's signature replies to general requests and routine letters on personnel actions.
6. Maintains control records on incoming correspondence and action documents and follows up on work-in-process to ensure timely reply or action.
7. Reads outgoing correspondence for procedural and grammatical accuracy and consults with administrative staff on matters relating to conformance with policy, factual correctness, and adequacy of treatment.
8. Maintains files of correspondence, reports, contracts, calendars and schedules, directories, and policies.
9. Makes necessary arrangements for travel, arranging schedule of visits, making plane and hotel reservations, notifying organizations and persons to be visited, keeping in touch with Superintendent enroute, and writing follow-up letters after return.
10. Handles all the Superintendent's outgoing correspondence, including taking dictation, screening calls, typing, making copies, and distributing copies.
11. Supports the Superintendent for the arrangement and facilitation of the Superintendent's Professional Senate and Student Senate matters.
12. Provide the following assistance in the absence of the Secretary to the Superintendent and Board Office:
13. Assists in Board of Education meetings when required because of absences or emergencies.
14. Writes accurate minutes of all Board meetings and maintains an Index of Minute Books for future reference, Digital Format Permitted.
15. Research pertinent matters related to Board actions and updating board info with GSBA, as needed.
16. Performs all duties necessary in connection with the outlined Bylaws of the Board of Public Education.
17. Maintains all permanent Board records and files.
18. Handles all correspondence pertaining to Board business.
19. Furnishes Board members, Board Attorneys, and staff members with copies of minutes.
20. Furnishes Board members, Superintendent's office, and Attorney's with meeting agenda.
21. Copies and furnishes Board and staff members information prepared by the Board Attorney.
22. Assists in planning all official meetings, retreats, etc. for Board of Education members.
23. Handles calls for President and Board members; also, calls concerning Board business and refers calls to other administrators as appropriate.
24. Captures, projects, maintains, and handle revisions or additions of all official votes during live board meetings via the BoardDocs Scoreboard using A Diligent Brand.
25. Assists Internal Audit Department as needed.
26. Performs other duties as necessary for the effectiveness of the organization.

TERMS OF EMPLOYMENT
Incumbents will be considered "at will." Appropriate pay will be determined based on Grade A-5 and allowable experience as determined by Human Resources. The work calendar will be 250 days, position is Exempt. Revised 04-2024

NON-ESSENTIAL RESPONSIBILITIES
A responsibility is considered to be "non-essential" (for the purposes of compliance with the Americans with Disabilities Act) if:

• it is shared between multiple incumbents in the job; or
• it could be performed by an employee in another job within the workgroup.

Note the responsibility number from the list in the "Duties and Responsibilities" section for those responsibilities that could be considered "non-essential" based on this definition.

Certain limited aspects of General Duties and Responsibilities items referenced in Section 1 (b) and (d) might be considered "non-essential" in a specific situation. Any request for accommodation must be reviewed on an "individual case" basis.

PHYSICAL AND SENSORY DEMANDS
Most jobs in the District have physical and sensory demands that can be described by one of the two categories noted below. For jobs that require more physical or sensory effort, please list the requirements in this section. The category applicable for this position is listed below.

OFFICE Employees in this category are normally exposed to a typical environment. The employee has some control over the length of time sitting, standing, or ambulating. There are occasions that require the lifting or pulling of equipment or supplies, as well as bending, stooping, or stretching. There is frequent use of computers, telephone, and other standard office equipment, which includes reading, listening, writing, or speaking. There are few exceptional physical or sensory demands.

EXCEPTIONAL PHYSICAL OR SENSORY DEMANDS
(Check any that apply to this job and complete the required information.)
[ X ] Heavy lifting of up to 15 pounds
[ ] Frequent climbing up to _______ feet, and/or working on building roofs.
[ ] Exposure to heavy dust, dirt, chemical or paint fumes, or other airborne matter.
[ ] Exposure to extreme heat, electric current, hazardous chemicals or other potential hazards.
[X ] Sitting or standing for extended periods with no control over rest periods.
[ ] Other:_