Job Details

JOB TITLE: EXECUTIVE ASSISTANT - SUPERINTENDENT/GOVERNING BOARD

DEPARTMENT: Superintendent's Office

REPORTS TO: Superintendent

FLSA STATUS/CLASSIFICATION: Non-Exempt; Level 12

SUPERVISORY DUTIES: Yes

APPROVED ON: 10/17/2023

SUMMARY:To assist the Superintendent and Governing Board in the task of providing leadership for achieving and ensuring the best possible education for all students; to performa variety of office work management, records and communication tasks in furtherance of the Superintendent/Governing Board goals, objectives and responsibilities.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Problem-solves concerns directed to Superintendent's office by staff members, students, parents and patrons.
• Provides and receives information requiring judgment on current and specific business of the District.
• Communicates with state, county and city agencies on behalf of the Superintendent and Governing Board.
• Assists all staff in the continuous improvement of school and community relations.
• Recognizes and respects the importance of maintaining confidentiality in all matters relating to the District.
• Attends meetings as assigned by Superintendent and records notes as recording secretary when applicable.
• Develops/monitors budgets of the Superintendent and Governing Board.
• Assists the Superintendent and Governing Board in preparing the agenda for Board meetings.
• Is responsible for preparation of the Governing Board meetings; meeting dates, postings, board packets.
• Attends all Governing Board meetings and Special Board meetings, and other after hour activities as needed.
• Is responsible for maintaining all official permanent records of Board agendas and Board minutes.
• Is responsible for maintaining the Governing Board Policy Manual. Records and prepares changes of Board Policy and regulations.
• Assists Board members in all matters.
• Prepares reports by analyzing and summarizing material for the Superintendent and/or Governing Board.
• Composes correspondence dealing with subject matter that requires good judgment or discretion.
• Assumes scheduling, coordinating, and correspondence functions for the Superintendent and Board.
• Maintains calendar for Superintendent and Board.
• Works cooperatively with Associate Superintendents and Directors providing information as needed and directed by the Superintendent.
• Provides training for administrative secretaries in the preparation of the Board packet agenda items.
• Chairs district-wide administrative secretaries meetings (principal's, director's, associate superintendent secretaries). Facilitates resolutions to concerns, interprets to the group district goals, policies, priorities and programs at the direction of the Superintendent.
• Assumes responsibility of coordinating projects, analyzing and appropriately delegating tasks, monitoring progress and meeting timelines as set forth by the Superintendent.
• Arranges and coordinates conferences, special events, cabinet and other administrative meetings; obtains and prepares agenda material, maintains records.
• Develops/creates presentation materials as required.
• Approves and maintains student records and public records for storage purposes
• Submits claims regarding student injuries to the District's liability insurance carrier
• Must be accessible throughout the workday for administrators.
• Must meet any additional specific job requirements as indicated by the Superintendent.

KNOWLEDGE, SKILLS & ABILITIES:

• Must have typing skills of at least 50 wpm.
• Demonstrates knowledge of Governing Board Policies and District rules/procedures.
• Demonstrates management skills.
• Demonstrates skill in work leadership, work management, and project management.
• Must have excellent oral and written communications skills.
• Demonstrates interpersonal relations skills.
• Must be experienced in supervision skills.
• Demonstrates the ability and desire to provide outstanding customer service.
• Demonstrates the ability to effectively use technology as a tool for planning and implementing instructional strategies.
• Demonstrates the ability to work effectively under time constraints.
• Must be organized with the ability to multitask.
• Must be detail-oriented and self-motivated.
• Must have excellent memory and ability to function well under stress.
• Must be able to work independently with minimal supervision and/or assistance.
• Must demonstrate an extremely high regard for confidential and sensitive information.
• Must demonstrate flexibility, common sense, and good judgment.
• Must have the ability to keep abreast of information pertinent to the job.
• Must maintain a well-groomed appearance.
• Must have a basic knowledge of computers.
• Adheres to the district/department vision, mission and goals in collaboration with staff and supervisor.
• Develops and demonstrates progress of district/department goals.
• Is receptive to ideas, issues and concerns presented by all constituents.
• Provides purpose and direction for individuals and groups within the schools and/or departments.
• Evaluates personnel in accordance with district and state policies/timelines.
• Maintains accessibility, listens to seek clarity and responds in a timely manner.
• Conscientiously fulfills responsibilities and follows directives by meeting deadlines.
• Demonstrates clear articulation of content accurate information through both oral and written communication.
• Demonstrates collaborative problem-solving skills.
• Participates in district professional development activities in a timely manner.
• Uses professional day in a productive manner.
• Demonstrates knowledge of and adheres to district policies and administrative procedures.
• Demonstrates a personal and professional code of ethics.
• Completes assigned tasks and projects in a competent and timely fashion.
• Adheres to legal and procedural guidelines regarding confidentiality and disclosure of information.
• Demonstrates effective management of all fiscal resources and responsibilities.
• Makes clear and well-defined decisions.
• Must meet any additional specific job requirements as indicated by the department.

QUALIFICATIONS & REQUIREMENTS:

Education & Experience:

• High School diploma or equivalent
• 2-3 years previous office administrative experience
• Experience with various modern office equipment and systems
• Any equivalent combination of training, education and experience that meets minimum requirements
• Criminal justice/Fingerprint clearance

Computer Proficiency: Demonstrated general proficiency in computer programs such as Microsoft Excel, Word and Google Suite.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is required to reach with hands and arms. The employee is frequently required to sit and occasionally stand and walk. The employee may be required to move ten pounds and could occasionally lift or move up to twenty-five pounds.

WORK ENVIRONMENT:

Indoor office environment. This position regularly works indoors. The noise level in the work environment is generally quiet to moderate and may become excessively noisy at times. Will have contact with employees, external agencies and the public.

Disclaimer: The duties and responsibilities identified in this position description are illustrative only and are in no way intended to be a complete list of activities that may be required of an incumbent. The information contained in this job description is for compliance with the American Disabilities Act (ADA) and is not an exhaustive list of duties performed for this position. Additional duties are performed by the individual currently holding this position and additional duties may be assigned.