Executive Secretary (serving Superintendent and School Board)

Starting Date: Immediately

Primary Purpose:
Ensure the superintendent’s office operates efficiently and provide clerical services to the superintendent and board of trustees. Handle confidential information and maintain frequent contact with district employees at all levels, outside agencies, and the general public.

Qualifications:
Education/Certification:
High school diploma or GED

Special Knowledge/Skills:
Excellent organization, communication, and interpersonal skills
Knowledge of school district organization, operations, and administrative policies
Ability to use a personal computer and software to develop spreadsheets, databases, and do word processing.
Excellent data processing, drafting, composition, grammar, spelling, filing skills and ability to model such skills to others

Experience:
Three years or more of advanced secretarial experience with extensive contact with people
Prior experience in an office of a public school district preferred

Major Responsibilities and Duties:
Records, Reports, and Correspondence
1. Organize and manage the routine office activities for the Superintendent’s Office
2. Attend all Board meetings, record official minutes, and maintain official records/files, including archival records/files of the Board of Trustees.
3. Draft, assemble, and distribute electronic Board meeting agendas, schedules, and post and transmit the official notices of all Board meetings, ensuring compliance with the Texas Open Meetings Act, in consultation with the District’s legal counsel.
4. Prepare all correspondence, memoranda, and reports for the Superintendent using a personal computer.
5. Compile information and prepare reports as needed.
6. Coordinate staff recognition programs.
7. Other duties as assigned by the Superintendent or Board of Trustees.

Reception and Phones
8. Schedule appointments and maintain the district and superintendent’s calendar.
9. Greet visitors and respond to routine inquiries from staff and public; refer appropriate inquiries or problems to the superintendent.
10. Answer incoming calls and handle questions from the public, outside agencies, the board of trustees, and staff.

Other
11. Organize and manage routine work activities of the executive office.
12. Maintain physical and computerized files, including board minutes and closed session records.
13. Assist with travel arrangements for board members and administrators as needed, including making hotel reservations and completing conference registration forms.
14. Review and distribute mail.
15. Maintain confidentiality of information.

16. Provide and collect transfer request applications and organize applications for review.

Serve as "Election Officer" for the yearly General Election and any other elections held by the district, under the direction and governing laws of the Office of the Secretary of State (SOS). Duties include, but are not limited to:
17. Prepare Candidate packets
18. Post election notices where mandated by the SOS office
19. Attend bi-yearly training
20. Coordinate election efforts with City of Lorena officials
21. Serve as early election coordinator
22. Remain current on Legislative issues or changes that will impact local elections
23. Notify and prepare results for Canvassing of Votes
24. Maintain election records on file as required by SOS office
25. Submit election information to SOS office
26. Adhere to the strict schedule of dates and times as presented by the SOS’s office "Election Calendar"


Supervisory Responsibilities:
May supervise schedules and work assignments of the election workers.

Equipment Used:
Personal computer, printer, copier, fax machine, scanner, calculator, multi-line telephone, binder, mail machine

Working Conditions:
Mental Demands/Physical Demands/Environmental Factors:
Work with frequent interruptions; maintain emotional control under stress. Repetitive hand motions; prolonged use of a computer. Occasional prolonged and irregular hours.

LANGUAGE SKILLS

Ability to read and write correspondence. Ability to effectively respond to questions from administrators, faculty, parents, students, and the community. Strong communication, public relations, and interpersonal skills.

MATHEMATICAL SKILLS

Ability to perform basic math and to calculate figures and amounts such as discounts, interest, commissions, and percentages.

REASONING ABILITIES

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

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 the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, peripheral vision, distance vision, and the ability to adjust focus.