Position Title: Executive Assistant to the Superintendent and the Board of Education

Immediate Supervisor: Superintendent

Job Type: Confidential Employee 12 month

Pay Range: $50,000-$70,000 (based on experience)

Visit https://www.isd282.org/careers for more information or go to the direct link below to apply

https://www.applitrack.com/stanthony/onlineapp/default.aspx?Category=Executive Assistant

Job Summary:

Provides administrative support for the Superintendent and School Board. The Executive Assistant organizes and performs administrative work of a high level with minimal supervision. The Executive Assistant plays an integral role in the daily administrative operations and business office functions for the school district.

Essential Duties and Responsibilities:

Priority Number 1: 30%

Tasks involved in fulfilling above duty/responsibility:

• Assists the Superintendent in general administrative operations.
• Develop and process confidential data and information regarding district operations, negotiations, and personnel management.
• When appropriate, interpret district policies, guidelines, and directives to staff, administration and the public.
• Act as direct liaison to the Board of Education in the absence of the Superintendent when immediate Board action is required.
• Acts as liaison for the school board in community contacts.
• Performs administrative work of a high level with minimal direction and supervision.
• Prioritizes, composes, edits and formats documents on own initiative or when directed.
• Compiles, screens and prioritizes incoming correspondence and telephone calls for the Superintendent and Board of Education.
• Maintains diplomatic and helpful manner when dealing with the public, district staff and Board of Education.
• Identifies concerns, problems and complaints and provides direct assistance to the public, district staff and Board of Education by explaining policies and/or negotiating solutions.
• Reports regularly to the Superintendent on any developments or problems within the district requiring the Superintendent's awareness or action.
• Coordinate, attend, participate in, and record minutes of Superintendent's administrative team meetings.
• Establish and maintain the filing system of the Superintendent and the Board of Education.
• Maintains an up-to-date policy book for the district and assures that procedures are established for dissemination of new policies
• Updates and maintains the district School Board website page - including uploading approved policies, minutes, agendas, videos, etc.
• Assists in the general inter-district communications from the Superintendent and Board of Education.
• Manages school board and levy referenda election procedures by recruiting judges, arranging for absentee ballots and reporting results to the county auditors, Superintendent and Board of Education.
• Maintains and collects all data regarding district enrollment.

Essential Duties and Responsibilities:

Priority Number 2: 30%

Tasks involved in fulfilling above duty/responsibility:

• Organizes, assembles, distributes and prepares School Board agenda with supporting documentation to School Board members, administrators and the public.
• Supervises preparation of School Board meeting site.
• Leads and ensures all audio/visual along with Zoom requirements are set up for all School Board meetings.
• Attends School Board meetings and takes minutes.
• Prepares official minutes, arranges for publication of approved minutes as required by law, and follows up on School Board decisions.
• Communicates School Board decision/policy changes to appropriate staff.
• Researches and responds to questions or requests by School Board members, staff or community members.
• Provides advice regarding parliamentary procedures to the Board Chair and/or Vice Chairperson.
• Develops and posts/publishes a calendar or schedule of events.
• Provides historical information related to school board agendas, official activities and decisions to the School Board and Superintendent

Essential Duties and Responsibilities:

Priority Number 3: 20%

Tasks involved in fulfilling above duty/responsibility:

• Completes special projects and reports. Compiles statistics and gathers other data as the Superintendent may require.
• Prepares data for public dissemination of information.
• Provides assistance and information to candidates and/or new board members and develops new board member orientation information.
• Writes staff and community newsletter following school board meetings.
• Compiles required information and processes reports to various federal and state agencies.
• Disseminates state/federal communications to administrative staff and ensure that requests for information from them are handled properly and punctually.
• Ensures that school district reports for the Superintendent and Board of Education are properly prepared in a timely manner.
• Communicates with school attorney and various local and state agencies (i.e. MSBA).

Essential Duties and Responsibilities:

Priority Number 4: 20%

Tasks involved in fulfilling above duty/responsibility:

• Plans/schedules time, facilities and equipment/services for meetings, workshops, special events, receptions, etc.
• When appropriate, develop and arrange for distribution of invitations to special events.
• Responsible for purchase orders and other financial process execution for the Superintendent and School Board.
• Process open enrollment transportation fee billing and make sure the fees are collected.
• Verify orders are received and match purchase orders to packing slips
• Make sure all accounts payable invoices are approved and have appropriate supporting documents.
• Scan approved AP invoices to the District Controller or Finance Director
• Makes travel plans (hotel reservations and registration) for conventions and conferences for the Superintendent and School Board.

Education/Knowledge Requirements:

Education:

• 4 year degree Bachelor’s Degree
• Degree or study in Communications, Organizational Policy, and/or Education.

Essential Knowledge and Specialized Subject Knowledge:

• Knowledge of school district policies, procedures, guidelines
• Knowledge of laws including Pupil Fair Dismissal Act, Open Meeting Law, Minnesota Governmental Data Practices Act and related data privacy laws, Family Educational Rights and Privacy Act, and Minnesota Election Laws.
• Knowledge of school functions and organizational structure.
• Knowledge of parliamentary procedure and Robert’s Rules of Order.
• Knowledge of records retention, office administration and office management procedures.
• Knowledge of customer service and office etiquette procedures.
• Knowledge of district budget processes.
• Knowledge of the application and use of computers, productivity software/applications, cloud-based tools/services, social media platforms, and other digital tools utilized by the District in the performance of the job.

Essential Skills Required:

• Effective writing skills, including ability to edit and compose clearly written documents.
• Ability to address orally or in writing matters that are sensitive and potentially controversial.
• Establishing and maintaining effective working relationships with employees, supervisors, department heads, and elected officials.
• Training and leading other office personnel in assigned duties, work priorities, and work requirements.
• Applying judgment in dealing with angry, hostile or uncooperative individuals.
• Dealing appropriately with outside requests for information, access to managers of the district, or for materials using sound office etiquette and in accordance with district procedures and data privacy issues.
• Ability to use computers, software, and peripheral equipment to complete job-related tasks.
• Maintaining confidentiality.
• Ability to work independently with minimal supervision.
• Ability to gather and analyze information through a variety of methods.
• Ability to plan, prioritize and organize complex functions.
• Ability to complete work accurately and reliably.
• Ability to work well with people, including resolving interpersonal conflicts and
• motivating others to perform and meet time commitments.
• Growth mindset.
• Problem solving skills.
• Basic math skills

Job Type: Full-time

Pay: $50,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift

Work Location: In person