Superintendent Executive Assistant & Board Recording Secretary

To be considered for a position posted to TeacherMatch, applicant must complete the following prior to the job closing date.

Salary Schedule:   Exempt salary schedule at http://www.msd25.org/employee-groups

Job Summary: 

The Superintendent Executive Assistant & Board Recording Secretary is responsible for providing secretarial and executive level administrative support services to the Superintendent and School Board and managing/coordinating the day-to-day activities of the Superintendent’s Office including managing, and coordinating the operations of the Office of the Superintendent to ensure that positive public relations are maintained.

Minimum Qualifications:

• 5 years of progressively-responsible office experience or an equivalent combination of education and experience (in a K-12 educational system preferred)
• Lead or supervisory experience desirable
• Experience and/or training with cultural, ethnic, and language diversity preferred
• Proficiency using PC computer and experience with Microsoft Office software, WESPaC, Substitute Online, and Gmail
• Budget and knowledge of budget and accounting experience (in a K-12 educational system preferred)
• Valid Washington State driver’s license or evidence of mobility
• High School diploma or equivalent (documentation required at time of application)
• Successful Washington State Patrol and Federal Bureau of Investigation Fingerprint Clearance
• Proof of Immunization (if born 1/1/57 or later)
• I-9 Employment Eligibility in compliance with the Immigrations Reform and Control Act
• Completion of all district-required training within thirty (30) calendar days from hire date

Essential Job Functions: 

This list of essential job functions is not exhaustive and may be supplemented as necessary.  Depending upon individual assignment, the employee may perform all or a combination of several of the following duties:

• Coordinate and manage the day-to-day operations of the Superintendent’s office to ensure that parents, staff, and the public are greeted and assisted in a positive and efficient manner
• In the absence of the Superintendent, coordinate with the designee during crisis
• Schedule/coordinate the Superintendent’s activities, maintain calendar, schedule meetings
• Answer a wide variety of telephone and in-person inquiries; provide information/screen/direct calls and inquiries as appropriate on various district policies and procedures, events and schedules, and trouble shoot potential problems
• Prepare the agenda for the Board of Directors’ meetings in consultation with the Director of Engagement and Outreach and the Superintendent
• Prepare all materials for the Board of Directors’ meetings including regular meetings and study sessions, maintain regular communication with all board members and post public notices for all board meetings
• Ability to work evening hours to serve as the Board Recording secretary
• Compose and prepare correspondence for the Superintendent
• Compose and prepare correspondence to the Board of Directors under the direction of the Superintendent and / or Director of Engagement and Outreach
• Communicate necessary reminders to the Superintendent, Board of Directors, and other relevant staff regarding meetings, activities, or district- or school-related events
• Responsible for the management and distribution of updated policies and procedures to ensure all relevant staff and community is provided accurate information
• Monitor the flow of written communications from the Superintendent’s office; establish work priorities
• Maintain budget documents, monitor accounts, track expenditures and prepare reports on a regular basis; prepare, account code, authorize payment and process requisitions and purchase orders for departments, programs, and grants falling under the supervision of the Superintendent
• Use of computers and related technology
• Maintain consistent presence at assigned worksite and regular work hours
• Professionally interact with staff, families, students and community members
• Comply with all district policies and procedures
• Perform related duties as assigned

Desired Skills: 

• Knowledge of proper English grammar, spelling and usage
• Knowledge of business math
• Knowledge of effective office operations and procedures
• Knowledge of alpha-numeric filing systems
• Knowledge of specific program requirements and terminology
• Knowledge of spreadsheet packages and database tracking tools
• Knowledge of written and graphic communications
• Ability to adapt to shifting priorities and to frequently re-channel work efforts
• Ability to keep accurate records and perform detailed work in reference to preparation, computation of data and analyzing information both verbally and in written form
• Ability to establish and maintain effective working relationships with students, parents, staff and the public
• Ability to work independently, including prioritizing work assignments and meet multiple deadlines on a continuing basis in conjunction with daily workload
• Ability to research policies and procedures
• Ability to establish and maintain effective working relationships with a variety of people
• Ability to communicate effectively, both orally and in writing
• Ability to maintain strict confidentiality
• Ability to provide effective customer service
• Ability to discern appropriate responses and alternatives and apply judgment within established parameters
• Ability to compose and format correspondence and reports
• Ability to take, transcribe, edit and finalize minutes of board meetings or other meetings as needed
• Ability to proficiently read, write and perform accurate arithmetic calculations
• Ability to defuse difficult situations
• Ability to use effective problem-solving judgment
• Ability to operate a variety of office equipment and machines
• Ability to read and explain rules, regulations, procedures and contracts
• Ability to use program-specific software packages
• Ability to provide excellent writing skills
• Ability to type 60 words per minutes
• Ability to lift objects weighing up to 40 pounds