Confidential Executive Assistant to the Superintendent – Administrative – And Secretary to the Board

Confidential Executive Assistant to the Superintendent – Administrative – And Secretary to the Board 

This is 12 month position, 8 hours a day.

QUALIFICATIONS:

1. High school graduate with secretarial experience of five years.

1. Prior Paralegal or legal office experience, preferred

1. Experience working with Board of Directors, preferred

1. Must have understanding and knowledge of computer technology, including Microsoft Office, Microsoft 365, and Google Workspace.

1. Must possess excellent personal and public relations skills

1. Experience with social media platforms and website templates/posting.

1. Such alternatives to the above qualifications as the Board and/or Superintendent may find appropriate or acceptable.

REPORTS TO:    Superintendent of Schools

JOB GOAL:        

To perform executive assistant duties and maintain confidentiality so that the Superintendent may devote maximum attention to his/her duties and to carry the duties of the Secretary to the Board in accordance with the provisions of the Public-School Code.

PERFORMANCE RESPONSIBILITIES:

1. Ensures confidentiality of all discussions, decisions, recommendations, records, and practices. Sets examples of industry, patience, productivity, and personal appearance for all district office personnel.

1. Takes and transcribes various types of written and electronic dictation including correspondence, reports, notices, and recommendations.

1. Obtains, gathers, and organizes pertinent data as needed, and puts them into usable form.

1. Maintains a regular filing system, as well as set of locked confidential files, and processes incoming correspondence as instructed.

1. Places and receives telephone calls, gives instructions/directions when appropriate, and records messages.

1. Orders and maintains supplies as needed.

1. Maintains a schedule of appointments, arranges meetings, and makes all arrangements for conferences for Superintendent and Board Members.

1. Welcomes visitors with professionalism.

1. Prepares and distributes meeting agendas as assigned by the Superintendent.

1. Prepares and distributes Board memorandums, Committee meeting agendas and Board meeting agendas. Also distributes any documents/correspondence in relation to the memorandum and respective agendas.

1. Attend evening meetings at the direction of the Superintendent to take and transcribe the minutes of the meeting.

1. Maintains the Crawford Central Education Association and Crawford Central Educational Support Professional Association sick leave banks.

1. Responsible for the creation and dissemination of public relations information/documents as assigned by the Superintendent and shall be the main contact person for all such projects.

1. Ensures the proper school placement and necessary documentation for the registration of students.

1. Responsible for all documentation and records/files with regards to student expulsions.

1. Inputs information and program announcements on Sapphire Notification System, District social media platforms and website.

AS BOARD SECRETARY:

1. Keeps full and accurate minutes of all meetings, regular and special, of the Board.

1. Gives public notice of all regular and special meetings of the Board.

1. At the direction of the Superintendent and/or the President of the Board, prepares Committee of the Whole and Board meeting agendas setting forth all known items of business to be considered at a meeting, and posts all agenda and attachments electronically per policy 006.

1. Publishes all legal notices concerning School District business.

1. All duties assigned by the school laws of Pennsylvania.

1. Performs other reasonable duties as are assigned by the Superintendent of Schools for the well-being of the school district.

TERMS OF EMPLOYMENT:

Salary and benefits to be determined in accordance with the Fringe Benefits for Confidential Secretaries established between the Confidential Secretaries and the Crawford Central Board of School Directors.

EVALUATION:      

Performance will be evaluated annually in accordance with provisions of the Board's policy on evaluation of non-professional personnel by the Superintendent.

REVISED:     February 24, 2025