Secretary to the Superintendent

Closing Date 10/18/2024

KNOWLEDGE, SKILLS AND ABILITIES:

Ability to perform highly responsible secretarial and administrative duties necessary to support the Superintendent. Extensive knowledge of the organization, operation, program and goals of the District. Knowledge of federal, state and District rules, regulations and policies. Considerable knowledge of office practices and procedures and operation of office equipment. Good oral and written communication skills. Effective use of business mathematics, Ability to exercise independent judgment in assigned duties and deal effectively with District personnel and the general public. Ability to type accurately at a prescribed rate of speed, take and transcribe dictation and utilize the computer for word processing and other functions. Ability to schedule time and to handle multiple tasks in stressful situations. Ability to answer telephone calls in a courteous and professional manner.

QUALIFICATIONS:

1 High School Diploma or Equivalent.
2 Three (3) years previous responsible secretarial experience preferred.

JOB GOAL

To perform the secretarial and administrative support duties and responsibilities in the position of secretary to ensure the smooth and efficient operation of the Superintendents office.

SUPERVISES:
N/A

PERFORMANCE RESPONSIBILITIES:

Service Delivery
1 Coordinate, prepare and disseminate agendas for School Board meetings.
2 Attend all School Board meetings and take minutes of the meetings.
3 Maintain Minutes Book and Supplementary Minutes.
4 Serve as secretarial assistant to the Superintendent by planning, initiating and carrying to completion clerical, secretarial and administrative activities.
5 Compile background data and information on issues and.or topics as requested by the Superintendent.
6 Keep accurate records of approved School Board policies.
7 Initiate, prepare and maintain all bonds for the Superintendent and School Board members.
8 Assist the Superintendent on special projects as requested.
9 Assist, as requested by the Superintendent, School Board attorney and/or case attorney in cases involving litigation.

Inter / Intra-agency Communication and Delivery
10 Communicate with School Board members and District and school administrators concerning School Board meetings, official functions, meetings and any other pertinent information.
11 Assist School Board members as directed by the Superintendent.
12 Interface with others concerning items that are needed after School Board approval and make required copies of agenda attachments.
13 Attend and take minutes of staff meetings and other meetings, as directed by the Superintendent, in order to maintain a proper record for communication, documentation and audit purposes.
14 Receive and route telephone calls, answer questions which may involve interpretation of policies and proc endures and operation of the District.
15 Maintain the Superintendents correspondence files and draft correspondence as directed by the Superintendent.
16 Keep the Superintendent informed of potential problems or unusual events.

Employee Qualities / Responsibilities
17 Maintain effective working relationships with School Board members, District and school personnel, parents, media representatives and the general public.
18 Assist in training and supervising and District clerical personnel assigned to the Superintendents office.
19 Respond to requests from the staff or public as directed by the Superintendent.
20 Maintain confidentiality.
21 Assume responsibility and complete tasks without direct supervision.
22 Participate in workshops and training sessions to keep up-to-date and enhance skills and knowledge.

System Support
23 Develop and maintain an extensive knowledge of the organization and programs under the Superintendents jurisdiction.
24 Prepare required reports and maintain all app opriate records.
25 Maintain files on contracts, bids, personnel evaluations and other important area as assigned.
26 Serve as Notary Public for School Board employees.
27 Follow all School Board policies and procedures.
28 Demontrate support for the School District and its goals and priorities.
29 Perform other incidental tasks consistent with the goals and objectives of the position.

PHYSICAL REQUIREMENTS:
Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force as frequently as needed to move objects.

TERMS OF EMPLOYMENT:
Salary and benefits shall be paid consistent with the Districts approved compensation plan.
Length of the work year and hours of employment shall be those established by the District.