School Board Secretary / Secretary to the Superintendent

School Board Secretary / Secretary to the Superintendent

Position: School Board Secretary / Secretary to the Superintendent
Reports To: Superintendent of Schools
Work Year: 12 months (Full-Time, Individual Contract)

**This is an anticipated opening**

Position Summary

The School Board Secretary / Secretary to the Superintendent provides high-level, confidential administrative support to both the Superintendent and the Board of School Directors. This position coordinates board operations, manages official records and communications, and ensures the smooth, efficient functioning of the district's central office governance team.

Essential Duties and Responsibilities

Board of School Directors Support

• Serve as recording secretary for all public board meetings and designated committee meetings, including executive sessions as appropriate.
• Prepare, post, and distribute board and committee agendas, notices, and meeting materials in accordance with applicable laws, policies, and timelines.
• Record, transcribe, and maintain official minutes of all board and committee meetings, ensuring accuracy and proper archiving as the district's official record.
• Coordinate logistics for board meetings and retreats (location, technology, documents, public sign-in, etc.).
• Serve as a primary point of contact for board members, responding to routine inquiries and facilitating communication between the board, superintendent, staff, and community.
• Maintain board policy manuals and assist with the distribution and posting of newly adopted or revised policies as directed.

Superintendent Support

• Provide executive-level administrative assistance to the Superintendent, including managing calendars, scheduling meetings, and coordinating travel and appointments.
• Draft, edit, and format correspondence, reports, presentations, and other documents for the Superintendent.
• Screen and prioritize phone calls, emails, and visitor inquiries, exercising discretion and judgment in routing matters for follow-up.
• Maintain confidential files and records related to personnel, negotiations, student matters, and other sensitive topics.
• Assist with planning and coordination of district-level events, administrator meetings, and community meetings led by the Superintendent.

Records, Compliance, and Communications

• Maintain accurate and organized records of board actions, official district documents, and other records in accordance with state record retention requirements and district policy.
• Coordinate responses to public records or information requests related to board and superintendent records, in consultation with the Superintendent and/or solicitor as needed.
• Ensure timely posting and updating of board-related information (meeting dates, agendas, minutes, policies, etc.) on the district website or designated platforms.
• Maintain accurate lists of board members, committee assignments, and board terms, and support required filings or documentation.

General Office and Public Relations

• Greet and assist visitors to the Superintendent's office and provide professional, courteous customer service to families, staff, and community members.
• Handle confidential and time-sensitive information with a high degree of discretion and professionalism.
• Coordinate with central office staff, building administrators, and outside agencies to facilitate efficient communication and follow-through on board and superintendent directives.
• Perform other related duties as assigned by the Superintendent.

Qualifications

• High school diploma or GED required; associate's degree or higher in business, office administration, or related field preferred.
• Several years of progressively responsible administrative/secretarial experience, preferably in a school district or public agency setting.
• Demonstrated proficiency with office software (word processing, spreadsheets, presentations), electronic meeting platforms, and digital records management.
• Excellent written and verbal communication skills, including the ability to prepare professional correspondence and accurate meeting minutes.
• Strong organizational skills with the ability to manage multiple tasks, meet deadlines, and work independently with minimal supervision.
• Proven ability to handle confidential information with discretion and to work effectively with board members, administrators, staff, and the public.
• Willingness and ability to work outside of normal office hours to attend evening board and committee meetings as required.

Compensation

This is a full-time, 12-month salaried position. The anticipated starting salary is approximately $55,000, commensurate with experience and qualifications, and may be negotiated as part of the individual contract.

Salary : $55,000