Executive Admin Asst to the Superintendent

Job Title:         Executive Administrative Assistant to the Superintendent

Department:   Clerical – Central Office

Reports to:      Superintendent of Schools

Classification: Classified / Non-Exempt

Summary

Responsible for assisting the Superintendent, Board of Education members, and District Administration by providing a wide variety of complex and confidential administrative and secretarial support. Analyzes requests and provides recommendations for action; communicating information on behalf of the district and the governing board to its staff, other districts, public agencies, etc.

Essential Job Functions

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skills and abilities required.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

1. Serves as secretary to the Board of Education; attends Board meetings, public hearings and work sessions providing information, recording minutes; coordinating materials distribution and/or supports the needs of attendees. Communicates on behalf of the Board of Education as appropriate.
2. Serves as records custodian responsible for receiving, researching, and responding to public records requests pursuant to the Missouri Sunshine Law.
3. Attend meetings with the superintendent and provide accurate records of information and distribute summaries.
4. Compile data from a wide variety of diversified sources preparing reports, making recommendations; and/or preparing information for the assigned administrator and the Board of Education.
5. Coordinate and execute a wide variety of projects, activities and/or events for the Superintendent and Board completing activities and/or delivering services in a timely fashion.
6. Maintain a wide variety of complex documents, files and records providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
7. Monitor a variety of activities on behalf of the assigned Administrator achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.
8. Coordinate superintendents calendar and schedule appointments as needed.
9. Efficient oversight and orderly management of electronic records to include Board Docs.
10. Prepare a wide variety of complex written materials communicating information and/or creating documentation in compliance with established guidelines.
11. Maintain confidentiality as required by Board of Education policy and/or state or federal law.
12. Prepare, with the superintendent’s direction and working with the MSBA Policy Department, recommended Board policies and administrative regulations for review. Following review, communicate suggested changes to MSBA, and prepare finished copies for Board’s first and second reading. Following Board approval, send approved copies to MSBA for inclusion on the district’s website.
13. Process Annual School Election responsibilities of the superintendent’s office such as preparation and distribution of Board candidate filing forms and other materials to Board of Education candidates and preparation of legal notices to the media and county clerk’s office.
14. Work with the superintendent in keeping abreast with Missouri Ethics Commission requirements, forwarding appropriate forms to Board members, and completion and filing with the Ethics Commission the following information:
1. Annual Operating Budget form
2. Financial Disclosure Statement for Political Subdivisions form
3. Policy BBFA, after Board approval every other year
15. Prepare all suspension and expulsion notices to parents/guardians as determined by the superintendent, including the certified mailing notice and facilitation of communication between the superintendent, principal, and parents/guardians; record follow-up action by superintendent and/or Board of Education.
16. Prepare conference rooms prior to special meetings or study sessions of the Board.
17.  Independently respond to a wide variety of calls, concerns and/or complaints, resolving problems, providing information and/or referring to appropriate personnel.
18. Deal with complex matters requiring research, investigation, and technical knowledge.
19. Work involves frequent contact with leaders and other organizations, requiring the exercise of professional judgment. 
20. Perform other related duties as assigned.

Qualifications 

Education/Experience/Certificates

• High school diploma required; some college is preferred.
• Minimum of (5) years of job related experience with increasing levels of responsibility
• Such alternatives to the above as the Board may find appropriate and acceptable.

Skills and Abilities  

Language 

Excellent verbal and written communication skills required. Must be accurate, thorough and monitor work for quality and accuracy.

Computation

Familiarity with modern accounting and bookkeeping practices is preferred.

Reasoning 

Knowledge of basic math, including calculations using fractions, percentages, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions.

Technology

Must have excellent computer skills, particularly with Microsoft Office products, Google, and Board Docs. Must have the ability to learn new systems and software with instruction.

Additional Skills and Abilities

Individuals must have excellent customer service skills; seek to exceed expectations of internal and external customers. Must have exceptional interpersonal skills; projects a professional, friendly and outgoing image; open to others ideas and input. Skilled to perform multiple, technical tasks with a need to routinely upgrade skills in order to meet changing job conditions.

Physical Demands 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this position an employee is required to sit for prolonged periods of time; also, occasional walking is required as in a general office setting. The employee is occasionally required to stand, reach, bend, and lift or carry up to 30 pounds. The employee must have the ability to hear conversation both in person and via telephone in a general office setting. Prolonged computer use required. 

Speaking

Must have the ability to communicate effectively and confidently as a representative of the school district.

Lifting

Occasionally lifting or carrying up to 30 pounds.

Attendance

Consistent and regular attendance is essential

Conditions and Environment

The work conditions and environment described here are representative of those that an individual will encounter while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The work environment is consistent with a typical office environment.

Terms of Employment

12 months. Salary and work year to be established by the Board.

Evaluation

Performance of this job will be evaluated in accordance with provisions of the Board Policy on Evaluation of Support 

Personnel.