Administrative Assistant to the Superintendent

ADMINISTRATIVE ASSISTANT TO THE SUPERINTENDENT

BASIC FUNTION:

Perform highly responsible and complex secretarial and administrative assistance duties; exercise independent judgment in assisting the Superintendent in administrative details: requiring considerable knowledge, use and interpretation of District policies and procedures; coordinate and oversee the preparation of the Board agenda; organize and oversee the work of office staff.

Representative duties: 

• Assist the Superintendent with administrative matters; interview callers, exercising considerable judgment and applying experience in making decisions; provide information in accordance with established procedures and policies; refer problems requiring technical answers to appropriate administrators.
• Coordinate preparation of the Board of Education agenda; assure proper content, format , order and supporting documentation; confer with submitting departments as needed regarding revisions and corrections; incorporate materials into result ion form for presentation to the Board; attend Board meetings
• Oversee and coordinate the preparation of official minutes of Board meetings maintain official record of the minutes.
• Provide assistance to the Board of Education as needed, including research of policy questions and coordination of Board requests and activities; maintain subject indexes of Board actions for historical and reference purposes; maintain other records required by policy, regulations or law.
• Maintain Superintendent’s calendar; arrange for meetings of the Superintendent with various groups both within and outside the District.
• Conduct initial interviews on the phone or in person with students, teachers and parents; answer questions, refer to appropriate staff member and schedule appointment with the Superintendent; receive and resolve complaints as appropriate or refer matters to proper personnel.
• Screen and route the Superintendent’s incoming correspondence; indicate coverage and action required; follow up to assure prompt response or action, consulting, as necessary, with legal advisors and other administrators.
• Organize and coordinate the work of office staff; establish and revise clerical priorities in accordance with schedules and time lines; assure conformance with established procedures and standards of quality.
• Remain current concerning issues, situations and conditions of special interest to the Superintendent and Board members.
• Attend and participate in a variety of administrative meetings.
• Exercise discretion in disseminating information, explaining policies and procedures and speaking as directed for the Superintendent in personal and telephone contacts and meetings
• Research records and obtain information from other offices and agencies as necessary to perform assigned duties.
• Compose effective correspondence independently; reference policies, rules and regulations in preparing correspondence; review and edict material prepared by others.
• Conduct research of problems and situations, consulting with involved staff members, investigation policies and procedures and gathering background materials; prepare reports involving research as directed for use by the Superintendent.
• Consult with District personnel and others concerning specific issues and situations.
• Perform a variety of general secretarial duties including sorting and routing mail; receive and refer telephone calls; operate computer, copier, dictation equipment, electronic typewriter and recording machines and equipment as required.
• Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

• Principles, practices and procedures utilized in an administrative office.
• District organization, operations, policies and objectives.
• Applicable sections of Kentucky Administrative Regulations and other applicable laws.
• Modern office practices, procedures and equipment.
• Telephone techniques and etiquette.
• Record-keeping techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communications skills.
• Interpersonal skills using tact, patience and courtesy.

ABILITY TO:        

• Perform highly responsible and complex secretarial and administrative assistance duties in support of the Superintendent.
• Exercise independent judgment in assisting the Superintendent in administrative details, requiring considerable knowledge, use and interpretation of District policies and procedures.
• Attend Board of Education meetings and take minutes
• Prepare minutes for meetings of the Board of Education
• Compile and prepare agendas for management and other meetings.
• Read, interpret, explain and follow rules, regulations, policies and procedures.
• Establish and maintain a variety of complex and confidential files and records
• Organize and oversee the work of office staff.
• Compose effective correspondence independently
• Operate a variety of office equipment including computer terminal.
• Establish and maintain cooperative and effective working relationships with others.
• Type at an acceptable rate of speed.
• Analyze situations accurately and adopt an effective course of action
• Make arithmetic calculations with speed and accuracy.
• Understand and work within scope of authority.
• Meet schedules and time lines.
• Work confidentially with discretion.

EDUCATION AND EXPERIENCE:

Any combination equivalent to: high school diploma D.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and five years of responsible and varied secretarial experience including two years of experience performing secretarial work for an administrative official.