Administrative Assistant to the Superintendent

ALABASTER CITY SCHOOLS BOARD OF EDUCATION

JOB DESCRIPTION

JOB TITLE: ADMINISTRATIVE ASSISTANT TO THE SUPERINTENDENT – Central Office

The administrative assistant to the superintendent is responsible for providing comprehensive support for the Superintendent. This position is also responsible for working closely with, maintaining rapport, and understanding the role and function of the Board of Education.

QUALIFICATIONS:

1. Bachelor's Degree Preferred. High School Diploma or GED Required.

2. Demonstrated proficiency in the use of computer software

3. Minimum of three (3) years computer experience required

4. Experience in filing and record-keeping

5. Competence in the use of business equipment

6. Effective telephone skills

7. Such alternatives to the above qualifications as the Board of Education may find appropriate and acceptable

REPORTS TO: Superintendent

JOB GOALS: To assist in ensuring maximum effectiveness in the operation of the offices of the Superintendent and Board of Education.

SPECIFIC DUTIES:

1. Prepares, compiles, and distributes documentation for the Superintendent and Board of Education following standard procedures as to composition and arrangement. (Includes letters, memoranda, records, policies, contracts and requisitions)

2. Process confidential material in an appropriate manner, including preparing, processing, filing securely, and maintaining its confidentiality at all times.

3. Provide the Superintendent and Board of Education with the following services: serve as recording secretary at required meetings, maintain official minutes, maintain a schedule of events, and facilitate registrations and accommodations for attendance at professional conferences, workshops, training, and webinars.

4. Maintains appointment calendar, receives and opens mail, assembles related file material, then submits to Superintendent and Board of Education for action.

5. Coordinates or assists with the annual beginning-of-year Teacher Institute Day, end-of-year Principal Check-in, and Administrative Retreat by assisting with the agenda, aligning needed equipment, procuring food/beverages, ordering, and, if required, assembling and setting up meeting location.

6. Carries out other duties as assigned.

ESSENTIAL FUNCTIONS:

1. Expected work day: Eight hours.

2. Regular and punctual attendance is required.

3. Operate telephone for incoming, outgoing, and interoffice calls.

4. Meet and assist visitors in a helpful, courteous, and professional manner.

5. Assist with the preparation of purchase orders as assigned.

6. Maintain the confidentiality of any school system-related and sensitive employee information.

7. Perform duties in a manner that promotes sound public relations.

8. Provide support for department staff as requested.

9. Provide assistance to Chiefs as directed by the Superintendent.

10. Possess skills necessary to perform tasks assigned.

11. Use copy machines and other business equipment.

12. File – alphabetic, subject, numeric, and geographic as assigned.

13. Compile and type statistical and written reports as requested.

14. Compose and type letters of transmittal and routine letters of transmittal and routine letters of inquiry, requests, and information as requested.

15. Type from straight copy/rough draft and enter data.

16. Maintain equipment and assist with inventory as requested.

17. Maintain a proper and professional relationship with other employees.

18. Follow Board policies.

19. Possess visual acuity.

20. Physical capability to stand, bend, and lift up to 25 pounds.

21. Possess physical and emotional ability and dexterity to perform required work in a fast-paced, high-intensity work environment.

MARGINAL FUNCTION: Any reasonable office-related tasks assigned by the superintendent.

TERMS OF EMPLOYMENT: Full Time/12 Months

EVALUATION: Performance will be evaluated in accordance with the support personnel evaluation system and Board policy.

SALARY: Current salary schedule as appropriate

STATUS: Exempt