ADMINISTRATIVE ASSISTANT TO THE SUPERINTENDENT

ADMINISTRATIVE ASSISTANT TO THE SUPERINTENDENT

JOB SUMMARY:

The Administrative Assistant to the Superintendent is responsible for performing office

management activities that will ensure the smooth and efficient operation of the District

and the Office of the Superintendent. This position regularly exercises independent

judgment and discretion in efficiently and effectively accomplishing complex and

difficult tasks in support of the office.

QUALIFICATIONS:

Minimum Requirement High School Diploma or equivalent.  Preference will be given to those with secretarial experience in a school setting.  Must demonstrate proficiency in Microsoft Word, Excel, Google, Canva, and eSchool. 

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

• Demonstrates continuous effort to improve operations, decrease turnaround times,

streamline work processes, and work cooperatively with staff to provide quality

services to employees, students, and patrons of the district.

• Maintains confidentiality, and unquestionable integrity.
• Receives, screens, and sorts correspondence
• Receives and screens calls and answers inquiries
• Handles incoming correspondence, both personal and confidential
• Coordinates meetings, conferences, speaking engagements, and appointments for the Superintendent and Board Members
• Reports regularly to the Superintendent any developments or issues with the school system which may require the Superintendent’s awareness or action
• Maintains and balances District Activity Accounts and the 8-4A Account
• Utilizes advanced technology devices and applications 
• Maintains complex, confidential files and records
• Prepares the Board Packets 
• Can prioritize multiple tasks, work effectively under stress, and meet short deadlines

and take direction.

•  Completes special projects as assigned.
•  Coordinates the “Back To School” lunch and summer hours.
•  Assures coordination of both verbal and written information to district employees.

Examples include: Back to School Letter, Summer Newsletter, Maintaining

District Letterhead, dangerous weather communications, etc

•  Handles requests for general information, complaints, and inquiries regarding

district policies and procedures to ensure the efficient operation of the district.

•  Creates, copies, and distributes reports in a timely manner to ensure accurate

information is distributed to appropriate students, staff, and community.

• Must have the ability to learn and utilize new software programs as systems are

upgraded.

• Other duties as assigned by the Superintendent.
• Custodian of Records for the District: Maintain/Review/Approve/Archive

Legal correspondence

District Memberships

DESE Compliance

Elections

District Policies, Procedures, Forms

Orders awards, nameplates, plaques, name badges, district apparel, and building

supplies as needed.

QUALIFICATIONS AND REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential

duty satisfactorily. The requirements listed below represent the knowledge,

skill, and/or ability required. 

EDUCATION AND/OR EXPERIENCE:

• Secretarial Experience in a School Environment or Related Experience
•  Experience in working effectively with administrators and other staff personnel.
•  Experience with the operation of computers and software.
•  Experience in independently preparing reports and correspondence.
•  Experience in organizing varied and involved projects.

COMMUNICATION SKILLS:

•  Ability to effectively present information and respond to questions from

administrators, staff, and the general public consistent with the duties of this

position.

• Must maintain a friendly, helpful demeanor and possess positive interpersonal skills at all times
•  Must have excellent keyboarding skills and excellent grammatical spelling and

punctuation.

•  Ability to establish and maintain effective working relationships with staff and the

school community.

•  Ability to speak clearly and concisely both in oral and written communication.

WORK ENVIRONMENT:

The noise level in the Central Office is usually quiet. The

employee continuously interacts with the public and staff.

THE MONTICELLO SCHOOL DISTRICT IS AN EQUAL-OPPORTUNITY EMPLOYER.