Gravette Public Schools

Position Description

Position Title: Executive Assistant/Personnel Services

Department: Administration Office

Reports To: Superintendent/Assistant Superintendent

Evaluated By: Superintendent/Assistant Superintendent

PURPOSE OF JOB:The job of Executive Assistant/Personnel Services provides a wide variety of complex and confidential secretarial support to the Superintendent, Assistant Superintendent and the School Board; communicates information on behalf of the district and its staff, public agencies, etc.; and addresses a variety of issues and/or provides administrative support.

ESSENTIAL FUNCTIONS AS SECRETARY TO SUPERINTENDENT AND ASSISTANT SUPERINTENDENT:

• Maintains confidentiality at all times
• Compiles data from a variety of sources (e.g. agenda items, payroll, budget, etc.) for the purpose of complying with the financial, legal and/or administrative requirements
• Prepares policies; and disseminates and keeps accurate records of approved Board policies
• Develops materials for Superintendent’s use for presentations, conferences and workshops
• Maintains effective working relationships with district personnel, parents, media representatives, and the general public
• Responds to requests from the public as directed by the Superintendent
• Coordinates a variety of activities for the Superintendent and Board (e.g. meetings, receptions, workshops, travel/accommodations, etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance with established guidelines
• Evaluates potentially hostile situations (e.g. involving staff, students, the public, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution
• Maintains documents, office files and records for the purpose of providing up-to-date reference and audit trail for compliance with district, state and federal regulations
• Monitors assigned district activities and/or program components (e.g. purchase orders, public relations releases, board/district mandated processes, etc.) for the purpose of coordinating activities and ensuring compliance with the established financial, legal and/or administrative requirements
• Prepares written materials (e.g. reports, memos, letters, etc.) for the purpose of documenting activities, providing written reference and/or conveying information
• Responds to a wide variety of calls, concerns, and/or complaints for the purpose of resolving problems, providing information and/or referring to appropriate personnel
• Serves as a liaison, at the request of the Superintendent, to committees and/or organizations for the purpose of conveying and/or gathering information required for district operations
• Support Superintendent, Board of Education through the Superintendent, or other confidential positions for the purpose of providing assistance with their administrative functions
• Monitor accreditation
• Submit assurance statement to DESE
• Maintain district calendar of events
• Maintain district school year calendar
• Maintain Student Expulsions
• Maintain Board to Board Transfers
• Maintain School Choice
• Attend School Board Meetings and take meeting minutes
• Maintain School Board Professional Development Hours
• Maintain Gravette Lion Trademark
• Create yearly contract calendar
• Perform office routines including, but not limited to, preparation and typing of reports, correspondence, notices, and agendas under the direction of the Assistant Superintendent.
• Maintain schedule of all curriculum meetings per dates given.
• Maintain confidential records as directed by Assistant Superintendent.
• Order materials and supplies for teachers, administration, and district use as instructed by Assistant Superintendent.
• Process purchase orders and invoices
• Handle lodging arrangements for travel of director and attendees.
• Handle registration to meetings or events for Assistant Superintendent.
• Receive and route all incoming calls, and distribute appropriate mail.
• Serve as backup to other secretaries.
• Maintain materials and supplies needed for committee meetings and professional development training.
• Make sure State Mandated items are up to date, and request current versions if needed
• Perform any other job related responsibilities as assigned by immediate supervisor and superintendent.
• Assist in preparing for events/prefessional development meetings
• Coordinate food/catering for events/Professional development meetings
• Other duties assigned

ESSENTIAL FUNCTIONS AS PERSONNEL SERVICES:

• Maintain workers’ compensation process
• Maintain FMLA process
• Maintain teacher certification and license renewal process
• Monitor ALP's/Waivers
• Maintain background check and compliance 
• Maintain catalog of job descriptions for the school district
• Post job vacancies
• Maintain performance evaluation process for central administration, schools, transportation, maintenance and grounds; forms and annual update with PPCs
• Manage Frontline Absences and Reports
• Enter all professional development hours for certified district employees
• Enter New Employees in eFinance
• Maintain Sick Leave Donations
• Other duties assigned

OTHER FUNCTIONS:

Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities

Maintains communication with staff in the Central Administration function for the orderly performance of the district’s operations

MINIMUM JOB REQUIREMENTS:

Skills are required to perform multiple, non-technical tasks with a need to periodically upgrade skills in order to meet changing job conditions. Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; planning and managing projects; and preparing and maintaining accurate records.

Knowledge is required to read technical information, compose a variety of documents facilitate group discussions, and solve practical problems. Specific knowledge required to satisfactorily perform the functions of the job include: school district operations and philosophy; concepts of grammar and punctuation; ability to independently compose letters, reports, and memoranda; and maintain effective communication.

Ability is required to schedule a significant number of activities, meetings, and/or events; routinely gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances, analyze data utilizing a wide variety of complex processes, and operate equipment using defined methods. Ability is also required to work with diversity of individuals and/or groups; work with data of varied types and/or processes; and utilize specific, job-related equipment. In working with others, problem solving is required to identify issues and create action plans. Problem solving with data requires analysis based on organizational objectives. Specific abilities required to satisfactorily perform the functions of the job include: adapting to changing work priorities; effectively communicating with diverse groups; maintaining confidentiality at all times; meeting deadlines and schedules; setting priorities; working as part of a team; working with constant and sustained interruptions; and working with detailed information and data. Utilization of significant resources from other segments of the organization is sometimes required to perform the functions of the job.

WORKING ENVIRONMENT:

The usual and customary methods of performing the functions of the job require the following physical demands: some lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity. Generally, the job requires 60% sitting, 25% walking, and 15% standing. This job is performed in a generally clean and healthy environment.

EXPERIENCE:

Job related experience with increasing levels of responsibility is required.

EDUCATION:

Targeted job related education that meets organization’s prerequisite requirements.