Secretary to the Superintendent / District Clerk

Secretary to the Superintendent and District Clerk
Full-time; 12-month position
Non-Union Contract

Job Summary: This position provides essential administrative and clerical support to the superintendent, serving as a confidential liaison between staff, students, parents, and the community. The Secretary to the Superintendent will manage the superintendent's schedule, correspondence, and office operations, ensuring smooth and efficient daily functions. The Secretary to Superintendent of Schools will have the primary responsibility of supporting the Superintendent by ensuring the day-to-day functions of the Superintendent's Office run smoothly and by supporting the Board of Education as the District Clerk, appointed annually at determined stipend. The Secretary to the Superintendent of Schools will maintain the highest level of professionalism and confidentiality at all times.

Responsibilities:

• Administrative and clerical support to the superintendent

  • Coordinate and arrange appointment schedules, activities, events, and reservations for the superintendent

  • Draft and edit correspondence, reports, and other materials for the Superintendent.

  • Schedule Superintendent Hearings and complete all associated procedures

  • Manage phone calls, emails, and visitors, acting as the first point of contact for the District Office.

  • Maintain a positive and professional demeanor, representing the Superintendent and the school district effectively.

  • Demonstrate strong organizational, communication, and interpersonal skills.

  • Coordinate and assist with special projects and events as assigned by the superintendent

• Human Resource Management

  • Maintain confidential files and records

  • Manage personnel information in SchoolTool

  • Track and Verify seniority and certifications

  • Manage staff personnel files

  • Posting of vacant positions

  • Manage Absence Management System for both staff and substitutes.

  • Maintain approved substitute list

• Serve as District Clerk to the Marion Board of Education

  • Policy Management and Review

  • Prepare and distribute agendas and minutes for Board of Education meetings.

  • Maintain accurate and organized records of meetings, proceedings, and other official documents.

  • Serving as the custodian of records for the board of education.

  • Ensuring compliance with record retention policies and access to public records.

  • Mailing and Distribution lists

  • Responsible for Budget Vote and Election process

• Data coordination for Marion Central School District

  • required NYSED data reporting, level 0, level 1 and level 2 data maintenance

  • operate technology and various web-based systems including but not limited to: SchoolTool, NYSED Portal, NYSED TEACH systems

Qualifications:

• High school diploma or equivalent required; Associate's degree preferred.

• Minimum of 3–5 years of experience in a fast-paced office environment.

• Strong computer skills, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Suite.

• Experience learning and using computer-based management systems

• Excellent written and verbal communication skills.

• Ability to work independently and as part of a team.

• Ability to maintain confidentiality and handle sensitive information discreetly.

• Experience in a school district setting is preferred.