Executive Assistant - Superintendent's Office (CC: 6198)
Administrative Assistant to the Superintendent
Under the direct supervision of the Superintendent of Schools, to provide a wide variety of complex and confidential administrative and secretarial support to the Superintendent; communicating information on behalf of Superintendent to school district employees, parents, other school districts, public agencies, etc., ensuring compliance of Superintendent's office and Board activities with administrative requirements; and address a variety of issues and/or provide general support necessary to ensure efficient and effective school district operations.
- Composes routine and complex documents (e.g. executive summaries, correspondence, policies, agendas, minutes, newsletters, event programs, handbooks, bulletins, reports, job postings, etc.) for the purpose of communicating information to school and district personnel, students, parents, the public, and others.
- Prepares copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees, Board members, parents, and the public regarding meetings, activities, events or other work-related matters.
- Assists the Superintendent in preparing and distributing agendas for Board of Education and committee meetings.
- Attends meetings as assigned (e.g., Board of Education meetings, cabinet meetings, meetings with others contacted in the course of work) for the purpose of conveying and/or gathering information required to perform functions and meet record-keeping obligations.
- Maintains the daily/weekly/monthly calendar of the Superintendent to coordinate the scheduling of work-related appointments, activities, meetings, etc.
- Maintains calendar of school district events for the purpose of coordinating and scheduling district activities.
- Maintains documents, and records for the purpose of providing up-to-date reference, retrieval, and audit trail for the Superintendent and for compliance.
- Maintains application system, including the posting of job vacancies, distribution of applications, etc.
- Maintains personnel records and files as required, including certification forms and retirement records.
- Assists visitors to the office, including students, parents, substitutes teachers, maintenance workers and others
- Process incoming mail for the purpose of sorting items in terms of importance and known priorities; send outgoing mail.
- Responds to inquiries (including telephone calls) from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the Superintendent's office and school district operations.
Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.
Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.
Limited travel to and from meetings may be required.
Knowledge, Skills and Abilities
- Ability to describe problems and work orally or in writing to supervisor as needed.
- Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
- Ability to carry out instructions furnished in written or oral form.
- Ability to add, subtract, multiply and divide, and perform arithmetic computations.
- Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, PowerPoint).
- Ability to problem-solve job-related issues.
- Ability to work with a diverse group of individuals.
- Ability to process paperwork accurately according to standardized procedures.
- Ability to maintain confidentiality of information regarding students, employees and others, financial information, collective bargaining information, etc.
- Organizational, scheduling, and time management skills.
- Knowledge of office management procedures.
- Knowledge of state and federal laws relating to public education and public information.
- Works in standard office and school building environments.
- Ability to work outdoors during outdoor student activities.
*See the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.
- Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:
- Graduation from high school.
- Associates degree with course work in business, word processing, office procedures and record keeping preferred.
- Shorthand or speed writing skills desirable.
- Successful experience of an increasingly responsible nature in public service, and executive administrative assistance or executive secretarial position