Executive Administrative Assistant to the Superintendent

Summary/Goal Of Position

Coordinates operation of the Office of the Superintendent handling confidential information and situations; Performs administrative tasks while working independently, managing multiple priorities to meet deadlines; Competently interacts with BOE members, staff, students and constituencies. This position provides a wide variety of complex and confidential and logistical clerical support for the purpose of assisting the Superintendent and the Board members in the successful planning, implementation, and maintenance of district programs, analyzing requests, drafting correspondence and responses to community

Responsible To

• Superintendent
  
  

Qualifications

• High School Diploma or GED required; Associates degree or 2 years of college preferred.
• Minimum of 5 years clerical/administrative experience required with at least 3 years working at the Central Office Level.
• Must have ability to exercise professional decorum.
• Excellent communication skills both verbal and in written are required with an ability to communicate effectively and professionally across all levels of school division staff to include senior staff, advanced leadership, School Board members, and non-school division officials and dignitaries.
• Must possess excellent typing and strong editing skills, including punctuation, grammar, and spelling.
• Must possess excellent organizational skills and the ability to handle details accurately.
• Ability to work effectively and maintain composure under pressure of short deadlines. Ability to complete routine memos and letters from general instructions.
• Proficient in filing and documentation management, electronic and paper-based.
• Ability to take accurate detailed notes while in meetings and transcribe to electronic formats. Proficient keyboarding and computer skills with Internet browsers, Microsoft Word, Excel, Access, and Power Point programs.
• Must possess the ability to establish and maintain effective working relationships.
  
  

ESSENTIAL TASKS OF THE POSITION: (Illustrative, not inclusive)

Administrative Component

• Assist in financial reporting-organizing daily sales receipts and ensuring all receipts have been deposited when compared to the monthly bank statement.
• Schedules travel arrangements; Prepares itinerary and pertinent expense and/or reimbursement documentation for Lead Teachers and Mental Health Coordinator.
• Develop vouchers for purchasing
• Maintain work order submissions, invoice documentation, and close out of work complete.
• Timekeeping for Lead Teachers and Head Start/Early Head Start Program Specialists.
• Establish and maintains the filing system of the Superintendent and the Board of Education.
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and works cooperatively with staff to provide quality service
• Oversees the establishment and maintenance of office procedures and recordkeeping systems
• Performs bookkeeping tasks associated with the specific position.
• Welcomes visitors and arranges for their comfort.
• Interact with internal and external stakeholders, providing prompt and customer-focused service.
• Maintains spreadsheet and hard copy documents of home school requests by year.
• Coordinates with venue management for all logistics for administrative retreats and District Wide Institute
• Holds all confidential information in which he/she has knowledge of in the truest confidence, as required by law.
  
  

Superintendent Component

• Maintains and coordinates the Superintendent's calendar, engagements, and travel; analyzing requests, drafting correspondence and responses to community inquiries; Schedules travel arrangements; Prepares itinerary and pertinent expense and/or reimbursement documentation.
• Performs administrative work of a high level with minimal direction and supervision.
• Prioritizes, composes, edits and formats documents on own initiative or when directed.
• Compiles, screens and prioritizes incoming correspondence and telephone calls for the Superintendent and Board of Education.
• Acts as a liaison between supervisor and other offices
• Monitors a variety of activities on behalf of the Superintendent for the purpose of achieving goals and meeting target dates in compliance with established policy, guidelines, and regulatory requirements.
• Prepare, attend and report on Leadership Team meetings.
• Update emergency school closing information and announce as directed.
• Maintain District procedure and job description manual.
• Complete reports as needed.
• Assist in updating the district's website and social media accounts.
• Provide confidential support to administration.
• Coordinate and prepare for meetings.
• Assist with registrations/reservations for conferences.
• Purchase office supplies and assist with operation of office equipment.
• Assist with correspondence, reports, agreements, and contracts.
• Work with the Business Department to prepare and publish the annual report.
• Implement and carry out the Fairfield City Schools Board policies.
• As a representative of the School district, deal with everyone in a courteous and professional manner, maintain confidential information, and work cooperatively with all district staff members.
• Perform other duties as assigned by the superintendent and the School Board.
• Maintain communication with Leadership Team in the superintendent's absence.
• Respond to routine inquiries, efficiently refer problem inquiries to the superintendent or the
  
  

appropriate administrator, and provide support and direction for Leadership Team.

• Attend conferences and meetings related to school activities.
  
  

School Board Component

• Ensure compliance with open meeting laws.
• Prepare and publish meeting agendas, packets and minutes in online platform.
• Assist with communication between Board members.
• Attend meetings as required.
• Coordinate Board election process
• Publish legal notices
• Manage candidacy filings
• Coordinate elections with the county and municipalities.
• Post-election canvass, paperwork and communications with appropriate municipalities and organizations.
• Coordinate Board reorganization meeting.
• Maintain Board Policy manual: update and publish policies
• Assist in coordinating in-service for Board and administration.
• Ensures that required annual notices are published.
• Maintain expulsion records.
• Coordinate hearing date with Board, attorney and administration.
• Send out and publish required notices to the families and the public.
• Prepare Open Session and Closed Session meeting minutes and prepare Hearing Minutes.
• Setup Board Room for meetings and hearings.
• Coordinate Board and superintendent evaluations: prepare, distribute and collect.
• Coordinate verification of legal bills.
• Coordinate various board meetings, events and actions as appropriate.
  
  

Knowledge/Skills/Abilities

• Knowledge of District's policies, procedures, and structure
• Ability to review, analyze, and reconcile data of a complex nature
• Proficient in typing and various office machines
• Advanced skills in business communications and office practices and procedures
• Must be able to work with minimal supervision
• Ability to work effectively under stress, meet short deadlines, and take direction
• Ability to coordinate multiple schedules and produce accurate work despite frequent interruptions
• Demonstrated ability to work with personal and confidential information
• Working knowledge of and experience with Microsoft Office
• Must be able to successfully manage and prioritize multiple tasks, projects, and responsibilities.
• Ability to work independently or as a team member
• Excellent organizational and customer service skills
• Excellent communication skills both written and verbal
  
  

Terms Of Employment

• 12 Month Employee
  
  

EVALUATION: Performance on this job will be evaluated in accordance with school board policy and administrative regulations on evaluation of personnel.

Salary

• Appropriate Salary Schedule