Assistant to the Superintendent

GENERAL DESCRIPTION

The Assistant to the Superintendent is responsible for providing confidential administrative and secretarial support to the Superintendent and to the Board of Directors. This position organizes and maintains an accurate, effective, and efficient office environment, assists the Superintendent as directed, and acts as the recording secretary for the Board of Directors.

DUTIES AND RESPONSIBILITIES

An employee hired for this assignment may perform all or some of the responsibilities defined below:

• Compose and distribute School Board agendas and meeting materials
• Ensure that requirements for School Board meeting notifications are met
• Attend all School Board meetings; record, compose, and maintain the official minutes of School Board meetings, ensuring accuracy and integrity of the information recorded
• Track and schedule any required training for the School Board Directors
• Maintain the Superintendent’s, Assistant Superintendent’s, and Finance Director’s calendars and schedule of appointments
• Provide clerical support to the Superintendent, Assistant Superintendent and Finance Director as required
• Support the Communications Coordinator in the maintenance of the district website and district social media pages, as needed
• Maintain and adhere to high levels of confidentiality in conveying all information (verbal, written, etc.)
• In the absence of the Superintendent, ensure that information is transmitted to the Assistant Superintendent acting on behalf of the Superintendent
• Make travel arrangements for the Superintendent and/or Board of Directors, and other individuals as necessary
• Provide support to district and building administrators and direct them to other support(s) as needed
• Act as Public Records Officer for the school district
• Support and coordinate with legal counsel on public records requests, as needed
• Act as Records Retention Manager for the school district
• Revise, update, and maintain district-wide policies and procedures documents using the appropriate software
• Maintain district-wide cataloged forms as needed
• May serve on various district committees and/or departmental work teams, e.g., the district calendar committee
• Use secretarial skills, sound office procedures, and a good working knowledge of the Superintendent’s position to cooperatively assist the Superintendent in carrying out duties and responsibilities
• Answer phones, greet guests, and provide support to staff, district families, and the community in a professional manner
• Receive, read, and screen incoming correspondence, reports, and materials
• Respond to questions regarding general district operations, e.g., district policies and procedures, school attendance boundaries, student enrollment, or other pertinent district-wide questions and requests
• Prepare letters, reports, or other general communications from draft and compose documents and correspondence as required
• Perform other district office duties as assigned by the Superintendent or designee

Each of the positions in the District Office serves as one unit of the whole team, and as such, is subject to assist or is assigned to tasks in other trades as necessary for district operation(s).

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of: Google Workspace and Microsoft Office Suite; administration and use of Windows; Basic computer skills including, but not limited to; e-mail, internet, etc.; K-12 education structure of Washington State; necessary record-keeping for public records and audits; Washington State legislative laws, rules, codes and regulations; compliance with state and federal requirements for public records and records retention

Ability to: Compile and maintain accurate and complete records and reports with specific attention to detail; work independently, rapidly, and with a high degree of accuracy; set-up and maintain accurate filing and retention systems; produce accurate records and reports; format and compose complex correspondence and documents; prioritize and manage time effectively in an environment with frequent interruptions; handle confidential matters in an ethical manner; maintain and adhere to high levels of confidentiality for the conveyance of all information (verbal, and written, etc.); maintain good rapport with students, staff, Board of Directors and community members; communicate with staff and the public in a professional manner both orally and in writing; analyze situations to define issues, draw conclusions, and provide solutions; be dependable and flexible, including flexibility to work beyond the regular workday when required; meet inflexible deadlines; maintain a consistent presence at the assigned work site and regular work hours; work collaboratively in a team environment; assist other members of the district office staff, including, but not limited to; human resources, payroll, student support services, etc.

MENTAL DEMANDS

• Required to deal with a wide range of behaviors and needs in a positive and service-oriented manner
• May experience shifts in work schedule and/or work site according to district needs
• Sustain mental awareness while also maintaining attention to details and safety requirements
• May occasionally deal with distraught or difficult people

PHYSICAL DEMANDS

• Ability to repeatedly lift up to 20 pounds
• Ability to occasionally lift up to 50 pounds
• Sit and/or stand for extended periods of time
• Amount of sitting, walking and standing may vary depending on projects/tasks. Generally, the job requires 50% sitting, 25% walking, and 25% standing
• The usual and customary methods of performing the job's functions require the following physical demands: the employee frequently will stand and walk and use hands for repetitive grasping and significant fine finger dexterity. The employee is frequently required to sit, bend at the neck and back, twist the body, use hands to push/pull and lift/carry, squat, kneel, stoop, crouch, knee stand, crawl, climb stairs or ladders, reach overhead, and lift overhead

REQUIRED QUALIFICATIONS

• Must have a high school diploma or equivalent and related work experience
• Associate’s Degree or higher in Human Resources, Business, Communications, or related field preferred
• Three years of increasingly responsible secretarial experience, including customer service and various computer applications
• Type and/or keyboard accurately at 55 adjusted wpm*
• Ability to use proper grammar and English in both oral and written communication, as well as the usage of correct spelling and basic arithmetic functions*
• Basic computer knowledge and skills, including Google Workspace, MS Windows, Excel, Word, and Outlook*
• Must have and maintain a valid Washington State Driver’s License
• Must have access to reliable transportation and hold vehicle insurance
• Ability and willingness to travel on work assignments as needed

• Testing may be used to determine knowledge of pertinent skills
  

TERMS OF EMPLOYMENT

• 260 days; 8 hours per day
• DOE per non-represented classified salary schedule

CLEARANCES

WSP/FBI criminal history background clearance

EVALUATION

The Assistant to the Superintendent shall be evaluated periodically by the Superintendent and/or designee to the currently established district procedures and evaluation criteria. The process shall include an evaluation of the employee’s performance of the above essential job functions.

CONTINUING EDUCATION/TRAINING

• Must complete school safety training within thirty (30) calendar days from hire date and annually thereafter
• Attend designated trainings as specified by Superintendent and/or designee in order to maintain knowledge/skills
• Submit any current/renewed certifications and/or licenses to Human Resources upon attaining

HISTORY

Job description and format updated: April 2025

Cheney Public Schools does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, economic status, pregnancy, familial status, marital status, disability, or the use of a trained guide dog or service animal, and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions: Title IX/Chapter 28A.640 Officer/Civil Rights Compliance Coordinator/ADA Coordinator - Tom Arlt, Assistant Superintendent, Cheney School District, 12414 S. Andrus Rd. Cheney, WA 99004 Phone: (509) 559-4550; Section 504 Coordinator - Franklin Day, Director of Student Support Services, Cheney School District, 12414 S. Andrus Rd., Cheney, WA 99004 Phone: (509) 559-4507.

EQUAL OPPORTUNITY EMPLOYER