Executive Assistant to the Superintendent & Board Recording Secretary, 1.0 FTE

Location: Glenn Loomis Administration Building 

CLASSIFICATION: Non-Affiliated Administrator (AN)
Status: Full-Year, Full-Time (Hourly, Non-Exempt)

Contract: Non-Affiliated Administrator - Contract Addendum A

Benefits/Health Insurance: Non-Affiliated Employee Benefits

Reports to: Superintendent

This position is eligible for a longevity stipend, degree stipend, and technology stipend (annual). 

General Summary:

The Executive Assistant to the Superintendent and Recording Secretary to the Board of Education works independently and reports directly to the Superintendent. This position is responsible for providing administrative support to the Superintendent and Board of Education.

Essential Duties and Responsibilities:

Performs work of a confidential nature and organizes work flow of the Superintendent.

1. Exercises independent judgment in performing work involving administrative detail.
2. Drafts correspondence, letters, memos and other documents utilizing composition and editing skills.
3. Maintains records for the Superintendent; prepares information, summaries and reports as required. Assists with preparation of presentations.
4. Oversees the Superintendent and Board of Education budget and prepares expenditure reports, as requested.
5. Provides travel arrangements as needed and organizes daily calendar and appointments for Superintendent.
6. Attends meetings and coordinates activities as requested by the Superintendent. Assists work flow for the Superintendent by systematizing follow-up of meetings, correspondence and calendar.
7. Organizes Executive Team and Administrative Team meetings and takes minutes.
8. Distributes and otherwise handles mail directed to the Superintendent.
9. Establishes, maintains and revises file systems, as necessary.
10. Serves as Liaison (confidant) to administrative staff as necessary (answering questions, retrieving/dispensing information).
11. Assists in problem solving with parents and staff.
12. Takes initiative to recommend changes to improve efficiency.
13. Performs other duties as assigned.

Acts as Recording Secretary for the Board of Education.

1. Coordinates board meeting agenda preparation with executive team members, executive assistants and Board Executive Committee.
2. Takes minutes at all board meetings and retreats.
3. Oversees adherence to Open Meetings Act regulations and Robert’s Rules of Order as required for board meeting preparation and during board meetings.
4. Maintains historical record of board action, agendas, minutes and meeting packets.
5. Provides travel arrangements as needed and keeps a general calendar for board members ensuring they are invited to district events. 
6. Coordinates & administers process for Superintendent Searches with selected search firm.
7. Coordinates process for filling of Board Vacancies with Superintendent and Board President.
8. Works with newly elected board members to orient them to their new role.
9. Administers Oath of Office to newly elected board members.

Knowledge, Skills and Abilities Required:

1. Associate’s degree required; Bachelor’s degree preferred.
2. Proficiency in Microsoft (Word, Excel spreadsheets/charts, PowerPoint, Visio) and Google (docs, sheets, slides, mail and calendar) applications required.
3. Interpersonal relations skills necessary to deal courteously and effectively with diverse groups of people.
4. Analytical aptitude sufficient to handle administrative detail; composition and editing skills; knowledge of correct grammar, punctuation and spelling; ability to edit for clarity, style and intent; competence to clearly organize data and/or information in graphs, charts, lists or presentations for ease of understanding.
5. Ability to accurately document meeting discussions/outcomes and maintain records appropriately.
6. Experience in office setting, having demonstrated a high level of professionalism, the ability to pace work to meet deadlines and having consistently exhibited a measured response to changeable and/or politically charged situations; understands and is sensitive to confidential information; exercises good judgement.
7. Required to be or become a Notary Public.
   

Physical and Mental Requirements:

1. Must be able to report on a regular and consistent basis to the office. 
2. Maintain consistent and punctual attendance.
3. The person in this position needs to be able to move about the office setting, including stooping or crouching to access file cabinets, office machinery, etc. 
4. Regular use of computer and other office equipment (printer/copy machine, etc.)
5. The ability to listen and effectively communicate, both written and orally, information and ideas to a diverse population.
6. Ability to effectively discern information and formulate appropriate action(s).
7. Ability to critically think and provide appropriate solutions. 
8. Ability to work effectively and efficiently in high stress or conflict situations. 
9. Occasionally moves boxes and office supplies weighing up to 20 lbs across the office for various needs. 
10. Ability to drive to various locations throughout the district.

Environmental Conditions:

This is a largely sedentary assignment, with most of the duties performed on a computer or phone in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Work Schedules:

Must be available for overtime and/or emergency overtime before and/or after regular scheduled workday, when necessary.

Background Checks:

The individual selected for this position will be required to pass a criminal history background check.  

Salary : $32