Position Title:

Administrative Assistant to the Superintendent

Reports To:

Superintendent

Job Objectives

Minimum Qualifications

• High school diploma or equivalent. Post-secondary training is desirable.
• Training and/or experience performing clerical, secretarial, and receptionist functions.
• Must have the ability to conduct contacts requiring tact and diplomacy with students, school staff, parents, business and community leaders, and others.
• Multitasking ability, proficient in office protocol and the use of office equipment.
• Must be skilled in Google and Microsoft Office and have computer knowledge.
• Excellent organizational, interpersonal, oral, and written communication skills.
• Bookkeeping skills and the ability to apply advanced mathematical concepts.
• Ability to work in a fast paced environment where multiple projects can and will be going on at the same time.
• Meets all mandated health requirements (e.g., a negative tuberculosis test, etc.).
• Documented evidence of a clear criminal record.

Responsibilities and Essential Functions: The following duties are representative of performance expectations. A reasonable qualification can be made to enable a qualified individual with a disability to perform essential functions.

• Performs secretarial and administrative support functions. Organizes and maintains a functional filing system that ensures the safe retention of office records.
• Keeps materials properly filed to maintain an orderly office.
• Keeps the superintendent informed about pertinent issues regarding the district’s programs, policies, and procedures.
• Refers inquiries requiring policy interpretation to administrative staff in the Central Office.
• Informs the superintendent of emergency situations when the superintendent is absent.
• Answers the telephone. Directs calls based on the nature of the inquiry. Takes messages. Manages calls efficiently to keep telephone lines open.
• Maintains the superintendent’s calendar. Schedules appointments as directed.
• Helps communicate information about weather delays and emergencies.
• Processes incoming, outgoing, interoffice mail and faxes.
• Types reports required by the Ohio Department of Education.
• Maintains student discipline files (e.g., letters, student expulsions, hearings, etc.).
• Stays up-to-date with fiscal accounts pertaining to the superintendent and other Central Office directors. Enters requisitions as needed.
• Makes supply purchases for the Central Office & other special purchases to support buildings.
• Assists with preparing newsletters, notices, and public announcements.
• Assists with keeping the website up-to-date and posting on social media.
• Assists with assembling applicant files and preparing materials for interview committees.
• Assists with typing board agendas and assembling meeting folders. Prepares a meeting summary for public distribution.
• Assists board and staff committees with special projects as directed by the superintendent.
• Attends and records minutes of meetings as directed (e.g., administrative council, district leadership team, labor management, negotiations, etc.).
• Helps prepare grant and foundation proposals.
• Provides assistance to other departments as directed.
• Keeps current with advances in office technology. Updates office procedures.
• Participates in staff meetings and professional growth activities as directed.
• Participates in district events as directed (i.e. Back to School Bash).
• Performs other specific job-related duties as directed.

Other Duties and Responsibilities may include but are not limited to:

• Upholds board policies and follows administrative procedures.
• Promotes a favorable image of the school district.
• Respects personal privacy. Maintains the confidentiality of privileged information.
• Reports evidence of suspected child abuse as required by law.
• Takes precautions to ensure student safety. Reports unauthorized persons or suspicious circumstances immediately.
• Supervises non-classroom activities when assigned.
• Complete required training by appropriate deadlines (Vector, Gifted, Science of Reading, etc.)
• Accepts responsibility for personal decisions and conduct. Strives to develop rapport and serve as a positive role model for others.
• Performs other specific job-related duties as directed.

Abilities required: The following aptitudes and physical skills are essential for the successful performance of assigned duties.

• Demonstrates professionalism and maintains a positive work attitude.
• Acts in accordance with the professional code of ethics.
• Takes initiative to identify and solve problems independently.
• Works cooperatively to support a successful team effort.
• Communicates effectively using verbal, nonverbal, and writing skills.
• Reacts productively to interruptions and changing conditions.
• Lifts, carries, and/or moves school office supplies and equipment.
• Maintains an acceptable attendance record and is punctual.
• Travels to meetings and work assignments.

(Additional) Working Conditions: Exposure to the following situations may range from remote to frequent, depending on circumstances and factors that are not predictable.

• Potential for exposure to blood-borne pathogens and communicable diseases.
• Potential for interaction with disruptive and/or unruly individuals.
• Exposure to adverse weather conditions and seasonal temperature extremes.
• Duties may require operating and/or riding in a vehicle.
• Duties may require detailed paperwork.
• Duties may require working under time constraints to meet deadlines.
• Duties may require working during the evening and/or weekends.
• Occasional exposure to loud noises.
• Regular requirement to sit, stand, walk, talk, hear, see, read, speak, reach, stretch with hands and arms, crouch, kneel, climb, and stoop.
• Occasional requirement to lift, carry, push, and pull various items up to a maximum of 50 pounds.

Supervisory Responsibilities

Performance Evaluations