Administrative Assistant to the Superintendent

Under limited supervision, the employee serves as a confidential Administrative Assistant to the Superintendent and assists the Superintendent as needed and in all areas. The employee performs a wide variety of administrative duties in support of the Superintendent’s office. Responsible for a broad range of high volume, complex communications, records, and correspondence. Actions are guided and directed by the Alexander County Public Schools’ policies, North Carolina General Statutes, and Administrative Procedures. This position requires excellent interpersonal skills, a high degree of resourcefulness, good judgment, and prioritization. Within the person’s assigned authority, the employee is expected to analyze and solve problems independently or consult with a higher authority on matters that have the potential for wide reaching impact in the district. The employee is expected to know and follow policy, rules and regulations in order to avoid an error that could result in reducing operational efficiency for other staff members or the district. The employee operates under general directions and is expected to plan and organize work methods to produce positive outcomes and results.

DUTIES AND RESPONSIBILITIES

Maintain complete confidentiality at all times in matters relating to the school system.

Place and receive phone calls, record messages and keep the Superintendent informed.

Respond to complaints and requests for information.

Advise the Superintendent immediately of the existence of any problems deemed to warrant prompt attention, advice or intervention.

Prepare correspondence, reports, forms and other documents for the Superintendent and maintain files as required for the Superintendent.

Assume responsibility for correctness of spelling, punctuation, format and grammar.

Complete registrations, travel and hotel accommodations for Superintendent and Board members for conferences.

Process reimbursement documents as required.

Process all accounts payable directly related to the Superintendent’s office and Board of Education. Manage receipts and files for all purchases.

Maintain and post all meeting dates and special event dates to the Superintendent’s calendar.

Plan meals and set up/clean up for meetings as needed.

Type purchase orders as needed for services provided, registration, travel, conferences, workshops, meals, tickets, advertising, supplies, equipment, memberships, dues, associations, subscriptions or other purchases approved by the Superintendent.

Schedule principal evaluations with the Superintendent three times a year.

Schedule evaluations for classified staff that report directly to the Superintendent.

Screen and route calls according to subject or topic.

Welcome visitors and arrange for their comfort, including screening individuals arriving without appointments.

Work independently and make decisions in accordance with established policies and administrative procedures.

Assist with special events, which may require working in the evening.

Coordinates annual retiree reception.

Project a positive image for other administrative assistants in the district.

Work with all staff in the district to support the school system, Superintendent, and Board of Education.

Interact professionally with the public and district staff in person and on the telephone.

Perform other duties for the purpose of ensuring an efficient and effective work environment.

Student Attendance Requests:

• Receive and process Student Transfer Request forms for student transfers within the district and for requests to transfer in or out of the district.
• Provide assistance to principals, school staff members in the district, and parents regarding the transfer policy/policies and procedures.
• Prepare the Superintendent’s decision letter.
• Maintain a transfer log throughout the year.
• Maintain payment log for out of district tuition.
• Assist Superintendent with compilation of information and documentation regarding student enrollment and placement.

Board of Education Members and Meetings:

• Post notice to the public and press for all Board meetings and retreats as required by law.
• Prepare all Board meeting materials and post online for Board meetings.
• Serve as the Document Publisher for the meetings. The Document Publisher is responsible for building meeting agendas and upkeep of meeting information, as well as Board member and staff user information.
• Recording Secretary during the open session of all Board meetings and other meetings as requested by the Superintendent.
• Prepare the minutes for regular and closed session meetings of the Board, as well as work sessions, retreats, and special called sessions.
• Maintain accurate files of the Board minutes.
• Coordinate the setup of the Board Room for the Board’s regular and special called meetings, workshops, retreats, etc., and meetings hosted by the Superintendent.
• Responsible for organizing the administration of the Oath of Office for new or re-elected Board members and a new Superintendent.
• Coordinate travel arrangements and registrations for seminars; processes monthly per diem, reimbursements, etc.

Any other duties as assigned by the Superintendent.

MINIMUM TRAINING

Associate’s degree preferred with 3-5 years of clerical or office support experience; or an equivalent combination of experience and training.

ESSENTIAL JOB FUNCTIONS

Must be able to use a variety of automated office equipment such as computers, copiers, calculators, etc. Must be able to exert a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

Requires ability to speak and/or signal people to convey or exchange information.

Requires the ability to read a variety of correspondence, reports, handbooks, forms, lists, etc.

Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.

Requires the ability to utilize mathematical formulas; to add and subtract; and to utilize decimals and percentages.

KNOWLEDGE, SKILLS AND ABILITIES

Extensive knowledge of grammar, vocabulary and punctuation.

Extensive knowledge of office practices and procedures.

Extensive knowledge in specific areas of assignment.

Ability to promote good relationships internally and with the public.

Ability to communicate effectively both oral and written.

Ability to exercise sound judgment in resolving problems.

Ability to plan and organize work activities.

REPORTS TO: Superintendent

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees in this job.