Executive Assistant to the Superintendent

Position: Executive Assistant to the Superintendent
Location: Newton Community School District
Job Description: See attached

POSITION GOAL:  

To provide high-level administrative, organizational, and confidential support to the Superintendent of Schools in the effective and efficient execution of the duties and responsibilities associated with the general leadership and administration of the school district.

QUALIFICATIONS :

1. Associate's degree required; Bachelor's degree preferred, with an emphasis in Business Administration, Business Management, Human Resources, or a related field, or an equivalent combination of education and relevant experience.
2. Strong written and verbal communication skills, proficiency with technology and office productivity systems, and such other qualifications as the District may find appropriate and acceptable.
3. Exemplary organizational and time-management skills, with the ability to prioritize, coordinate, and successfully manage multiple tasks and responsibilities while meeting established deadlines.
4. Self-motivated and proactive, with strong interpersonal skills and the ability to work effectively both independently and collaboratively with the Superintendent, School Board, staff, and community members.
5. Adaptable and composed in changing or challenging situations, demonstrating professionalism, sound judgment, flexibility, and grace under pressure.
6. Demonstrate the ability to maintain confidentiality and exercise discretion when handling sensitive, confidential, and privileged information, including personnel, Board, legal, and administrative matters.

PERFORMANCE RESPONSIBILITIES:

1. Perform confidential and sensitive administrative duties in support of the School Board, Superintendent, and central office administrators, exercising discretion and sound judgment in handling confidential information.
2. Establish, organize, and maintain accurate file systems, confidential materials, databases, records, correspondence, press releases, and other official district documents in accordance with district procedures and applicable records retention requirements.
3. Manage and maintain the Superintendent's calendar, including scheduling and coordinating appointments, meetings, and engagements. Receive, prioritize, and coordinate requests to meet or communicate with the Superintendent, using sound judgment to balance the Superintendent's accessibility with the demands of district leadership and operational priorities. Collaborate with the Superintendent to maintain an effective schedule that supports productivity, responsiveness, and accessibility.
4. Serve as the School Board Minute Recorder, with responsibility for coordinating and maintaining the official records and processes related to School Board meetings, including, but not limited to:
   1. Utilize approved software to prepare and assemble School Board meeting agendas, ensuring all pertinent agenda items and supporting documentation are included.
   2. Coordinate with the Superintendent, Board members, and appropriate staff to ensure regularly scheduled deadlines, reports, and agenda items are identified and included in a timely manner.
   3. Develop and submit the annual School Board meeting calendar and maintain the official calendar throughout the year.
   4. Coordinate and communicate all special Board meetings, meeting cancellations, rescheduling, and changes to the originally published Board meeting calendar.
   5. Attend School Board and related meetings to accurately record, prepare, and maintain official Board minutes in accordance with applicable requirements and district procedures.
   6. Ensure official Board minutes and related records are properly archived and maintained as part of the district's official records.
   7. Coordinate the timely review, approval, publication, and distribution of Board minutes and related meeting materials.
   8. Communicate regularly with the Superintendent and School Board regarding the development, preparation, and publication of meeting agendas and minutes.
   9. Maintain confidentiality and exercise sound judgment when handling Board, Superintendent, personnel, and other sensitive district information.
5. Collaborate with District Office administrative assistants and building secretaries to coordinate and complete district-wide tasks, projects, and initiatives.
6. Provide technology support related to Google Workspace and Microsoft Office applications, including assisting with document preparation, communication, data management, and other administrative technology needs.
7. Assist with problem-solving, project coordination and management, and the development and implementation of established goals, objectives, and initiatives.
8. Prepare, assemble, and distribute School Board meeting packets and related materials for Board members, district office personnel, administrators, media, and other appropriate recipients.
9. Coordinate registration and arrangements for the Superintendent and School Board members to attend meetings, workshops, conferences, and other professional development activities.
10. Prepare and distribute calendars of events, meeting agendas, public notices, and other information to appropriate local media outlets, including newspapers and radio stations.
11. Prepare, process, maintain records for, and monitor Mini and Major Grant applications and related funding activities for the Newton Community Educational Foundation.
12. Track contributions and related financial information for the Newton Community Educational Foundation and communicate regularly with the Foundation Treasurer regarding contributions and records.
13. Perform other duties and responsibilities as assigned by the Superintendent of Schools

Continuous Notice of Nondiscrimination
It is the policy of the Newton Community School District not to discriminate on the basis of race, color, national origin, sex, disability, religion, creed, age (for employment), marital status (for programs), sexual orientation and socioeconomic status (for programs) in its educational programs and its employment practices. There is a grievance procedure for processing complaints of discrimination. If you have questions or a grievance related to this policy please contact Laura Selover, Director of Human Resources, 1302 1st Avenue West, Newton, Iowa 50208, (641) 792-5809, seloverl@newton.k12.ia.us .

NCSD Website: https://www.newtoncsd.org/