Executive Administrative Assistant to the Superintendent ad Clerk of the Board

Job | Posted 10 days ago
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Description

PRIMARY FUNCTION
The Executive Administrative Assistant performs administrative duties for the superintendent and, when necessary, other executive management (e.g., HR Supervisor). Responsibilities include screening calls; managing calendars; arranging travel; meeting and event arrangement and set up; preparing reports; training and supervising other support staff; and customer relations.
 
The Clerk of the Board is an officer of the Board whose function is to discharge certain specified duties under the direction of the division superintendent and the Board. The Clerk of the Board acts in a legal capacity as the clerk of the Board. This position is also responsible for providing clerical office support to the division superintendent and other division-level executive staff as assigned.
 
This position requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as external stakeholders and vendors. Strict confidentiality is required.
 
MINIMUM QUALIFICATIONS
  • Completion of high school or any equivalent training and two to three years of related work experience in progressively responsible positions preferably in a school system.
  • Thorough knowledge of standard office practices, procedures, and equipment.
  • Ability to type accurately and at a reasonable rate of speed; proficiency with Microsoft Office.
  • Must possess the ability to establish and maintain effective working relationships with other employees and the general public.
  • Ability to understand and follow oral and written instructions.
  • Ability to work independently with minimum supervision performing a variety of complex and routine tasks.
  • Maintains an active Notary status.
 
REPORTS TO
Superintendent and Director of Human Resources, Strategic Planning and Professional Development
 
PERFORMANCE RESPONSIBILITIES  
 
Executive Administrative Assistant
 
  • Ability to deal with public relations and problems with courtesy and tact. Greets visitors and handles incoming calls and may operate a switchboard. Screens telephone calls to the Superintendent in courteous manner, takes accurate and complete messages and refers callers to other staff members when appropriate
  • Completes various forms (e.g. work orders, purchase requisitions, expense statements, etc.), distributes copies appropriately, and tracks to completion.
  • Coordinates the schedule of the Superintendent including but not limited to making appointments, scheduling travel arrangements, scheduling and coordinating meeting arrangements, performing the duties as the personal receptionist for the Superintendent.
  • Initiates and maintains files in a manner that ensures both easy access to information and compliance with the Record Retention and Disposition Schedule.
  • Compiles information from various sources for records and reports.
  • Prepare and maintain personnel folders
  • Initiate and track background checks; fingerprinting
  • Assist with employment contract preparation.
  • Set up new employees in absence management system.
•Meet with and provide new employees with all necessary on-boarding forms and documents.  
  • Required to maintain strict confidentiality at all times.
  • Models non-discriminatory practices in all activities.
  • Contributes to a safe educational and working environment by participating in all drills and training and being prepared to take action should a health or safety emergency occur.
•Participate in appropriate in-service and workshop programs and attend any required meetings.
  • Serve as a role model for students and staff in demonstrating positive attitudes, appropriate attire and an effective work ethic.
•Display ethical and professional behavior in working with students.
  • Performs other related duties as assigned.
 
Clerk of the Board
 
  • Works with the Superintendent to identify the items that will be on the monthly board agenda, develops the annual School Board meeting calendar, determining necessary schedule changes throughout the year.
  • Gives public notice for all School Board meetings; notifying internal and external stakeholders of any regular and special meetings of the Board.
  • Attends monthly School Board regular meetings, special meetings, public hearings and work sessions, as required recording and transcribing board proceedings and supplying the records and other information which the board may need. Maintains all board documents on Board Docs.
  • Responds to requests for division policy information, assures adopted policies are accurate and refers specific policy questions to the appropriate department.
  • Coordinate, distribute, and track Virginia School Board Association (VSBA) policy updates.
•Researches prior board minutes as needed, to answer questions on certain topics.
  • Prepares Proclamations and other student and staff recognition briefs for board meetings
  • Performs a variety of clerical tasks as assigned by the Superintendent and the School Board as required.
  • Performs responsible and extremely confidential work as principal staff assistant for the chairperson of the School Board and School Board members.
•Record all receipts and disbursements and keep a record of his or her official acts,
  • Keep a file of vouchers, contracts, and other official papers, and, under the general direction of the superintendent, perform such other duties in connection with the school business of the county as may be required by the school board, or the Board of Education.
 
 
JOB SPECIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities, who are otherwise qualified, to perform the essential functions.
 
WORKING CONDITIONS & PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
 
•Must have the ability to sit for extended periods of time.
  • Exhibit manual dexterity to dial a telephone, to enter data into a computer terminal; to see and read a computer screen and printed material with or without vision aids.
  • Ability to hear and understand speech at normal levels and on the telephone; speak in audible tones so that others may understand clearly in person and on the telephone
  • Ability to understand and follow oral and written instructions
•Occasionally exercise physical agility to lift up to 30 pounds.
 
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Duties are normally performed in a moderately busy office environment with multiple interruptions.
 
TERMS OF EMPLOYMENT
240 days a year. Salary according to School Board Pay Plan. The Charles City County School Board discourages overtime work by non-exempt employees. A non-exempt employee will not work overtime without the express approval of the employee's supervisor. All overtime work must be expressly approved in writing in advance by the superintendent or his/her designee.
 
EVALUATION
Performance on this job will be evaluated in accordance with school board policy and administrative regulations on evaluation of non-licensed personnel.
 
Pay range:  Approximately $42,000-$47,000 (Salary commensurate with experience)
 
 

Posted By

Charles City County Public Schools

10035 Courthouse Road, Charles City, VA 23030
 
Insights
Compare with State

Amount per Student

$13,882

State Average: $11,724

% ELL Students

2%

State Average: 9%

Student Teacher Ratio

11.14

State Average: 14.22

% IEP Students

14%

State Average: 13%

FTE

96

State Average: 801