Executive Assistant to the Superintendent

(Using a computer is suggested to complete application. Phones are not always compatible).

POSITION PROPERTIES

PURPOSE

The Executive Assistant will facilitate the work of the office of the Superintendent. He/she will perform standard secretarial duties as well as other central office responsibilities approved by the Superintendent.

ESSENTIAL RESPONSIBILITIES AND DUTIES

• Performs a full range of clerical and procedural functions for the office. Works independently, ensuring that work is done promptly and completely.
• Produces reports, purchase orders and correspondence. Reviews outgoing correspondence for accuracy and typographical correctness.
• Maintains electronic and paper filing system.
• Maintains schedule for the Superintendent.
• Receives Superintendent telephone calls and visitors. Directs calls and visitors to appropriate staff.
• Makes travel arrangements for the Superintendent.
• Communicates information to cabinet level administrative teams regarding required conferences and community events, as well as providing supporting documentation.
• Prepares presentations, handouts, correspondence, reports, Friday Report to the Board of Education and other documents for the Superintendent, and for others as approved by the Superintendent.
• Provides support and backup for the Board of Education Secretary.
• Planning and support for leadership meetings and advisory committees.
• Yearly planning of all Columbia Foundation of Academic excellence events.
• Support for Superintendent budget.
• Manages confidential and sensitive information with the highest level of discretion.
• Serves as a liaison between the Superintendent’s office and internal/external stakeholders, ensuring clear and professional communication.
• Assists in coordinating meetings, events, and Board functions, including scheduling, preparing materials, and recording meetings minutes as needed.
• Demonstrates strong problem-solving skills by anticipating needs, troubleshooting issues, and proactively improving office processes.
• Utilizes technology effectively, including Microsoft Office, Google Workspace, and district-specific software, to support office operations.
• Administrative Suite Project Manager.
• Supervise the mailroom including the Receiving Supervisor and Assistant to Receiving Supervisor.

Perform other duties as necessary to support the mission and vision of Columbia Public School District.

SALARY

Salary Range: $70,000 - $90,000

DISTRICT EXPECTATIONS

All employees of the District are expected to adhere to the policies and regulations of the Board of Education, maintain appropriate certification and competencies necessary for the position, and demonstrate the values of the district at all times. For information on polices, regulations and values, visit http://www.cpsk12.org.

REPORTING RELATIONSHIPS

Reports To: Superintendent

Supervises: Receiving Supervisor and Assistant to Receiving Supervisor positions

QUALIFICATIONS

Minimum: High school diploma or equivalent; three years of administrative office experience.

Preferred: Associate degree in relevant fields; five to seven years of administrative experience. Supervisor experience.

Ideal candidate will have a BA degree in relevant fields such as Business Administration.

Other: High level of competence in clerical skills, communication skills and use of office equipment; ability to maintain confidentiality; assumes responsibility without direct supervision. Working knowledge of word processing, spreadsheet, database and presentation programs such as Word, PowerPoint, Access and Excel as well as computer troubleshooting skills. Ability to meet and work with people in a positive manner.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skills and abilities required.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

ADA REQUIREMENTS

Language: Present information to teachers, staff, other administrators, and boards. Respond to common questions and concerns. Interview students, staff, and teachers. Read, analyze, and interpret professional journals, memoranda, policies, administrative procedures, and statutes. Write business correspondence, including staff memoranda and newsletter articles. Keep information confidential when required by law, policy, or the nature of a particular situation. These are essential functions of the job.

Computation: Work with mathematical concepts, such as probability and statistical inference, and analyze data for instruction. Apply concepts such as fractions, percentages, ratios and proportions to practical situations. Perform computer word processing (including spreadsheets) and internet research. Access and create reports using the Districts student information software and databases. These are essential functions of the job.

Reasoning: Define problems, collect data, establish facts, and draw valid conclusions. Solve a variety of problems in many different situations. Interpret instructions presented in written, oral, diagram or schedule form. Demonstrate executive functions such as planning, organizing, remembering, and regulating information and behavior as they pertain to student performance and achievement. These are essential functions of the job.

Technology: Integrate technology into daily instruction; present information to students using a variety of media. Access and create reports using the District’s student information software and databases. Readily utilize smart boards, projectors and other instructional technology provided by the district. Adhere to all District policies and procedures regarding technology use. These are essential functions of the job. Physical demands: Requires sedentary work involving standing or walking for brief periods, exerting up to 10 pounds of force on a regular basis, and considerable dexterity in operating office equipment. Consistent and regular attendance is an essential function of this position including attend Board meetings, student activities and events. Weekends or in evening hours is common. These are essential functions of the job.

Environmental conditions: The work environment is consistent with a typical office environment; however, they will occasionally be outside in temperatures below freezing and above 100 degrees. The individual who holds this position is frequently required to work irregular or extended hours. These are essential functions of the job. Prospective and current employees with disabilities are encouraged to contact human resources to discuss reasonable accommodations to perform the essential job functions.

Prospective and current employees with disabilities are encouraged to contact human resources to discuss reasonable accommodations to perform the essential job functions. 

Equal Opportunity Employer

Salary : $70,000 - $90,000