What are the responsibilities and job description for the Executive Assistant to the Superintendent position at Smithville Independent School District?
Primary Purpose:
Work under minimum supervision to ensure the efficient operation of the Superintendent’s office and provide clerical
services to the Superintendent and Board of Trustees. Handle confidential and sensitive information and engage in
frequent contact with all levels of district employees, outside agencies, and the general public.
Qualifications:
Education/Certification:
High school diploma or GED
Special Knowledge/Skills:
Knowledge of school district organization, operations, and administrative policies
Ability to read and comprehend instructions, short correspondence, and memos
Ability to make independent decisions regarding planning, organizing, and scheduling
Excellent public relations, organization, communication, and interpersonal skills
Ability to use software to develop spreadsheets, perform data analysis, and do word processing
Ability to multi-task numerous complex administrative activities
Experience:
3 years or more advanced secretarial experience with extensive contact with people
Major Responsibilities and Duties:
Records, Reports, and Correspondence
1. Organize, prepare, and post official board agenda and records for board meetings and distribute to board members and
others as required.
2. Attend and record minutes of executive staff and board meetings as required.
3. Composes correspondence independently on a variety of matters including those of confidential and highly sensitive
nature; prepares, formats, edits, proofreads and revises various letters, forms, reports, contracts, memoranda, and other
written materials.
4. Maintains designated budgets and assures assigned accounts are accurate and expenditures are within requirements;
prepares financial documents including budget transfers, reimbursement claims and related materials.
5. Comply with policies established by federal and state laws and regulations, and local board policy.
Reception and Phones:
6. Answer incoming calls and greet visitors. Respond to routine inquiries from the public, board members, and staff and refer
appropriate inquiries or problems to the superintendent or other administrators.
7. Schedule appointments and maintain the superintendent's calendar.
Other:
8. Assists with clerical duties for the Human Resources department.
9. Assign work to executive office clerical staff as needed and oversee completion.
10. Assist with travel arrangements for board members and administrators as needed, including hotel reservations, conference
registration, and reimbursements.
11. Compile, maintain, and file all reports, records, and other documents as required.
12. Assures the proper handling, storage, and issuance of confidential materials and information.
13. Follow district safety protocols and emergency procedures.
Supervisory Responsibilities:
Monitor the work and issue work assignments to assigned clerical staff as needed.
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours; occasional districtwide travel
Mental Demands: Work with frequent interruptions; maintain emotional control under stress
Salary:
Pay Grade 5, 226 days