Executive Assistant to the Superintendent / Secretary to the Board of Education

Muscatine Schools is hiring for an Executive Assistant to the Superintendent and Secretary to the Board of Education. See below for the duties and requirements of this position.

Candidate screening to begin within two weeks. This position offers a competitive salary and benefits. 

Muscatine Community School District

Position Description

SECTION I:  GENERAL INFORMATION

SECTION II:  JOB SUMMARY

The Executive Assistant to the Superintendent and Secretary to the Board of Education provides administrative support to the Superintendent and Board of Education in all daily operations of the Muscatine Community School District.  

SECTION III:  ESSENTIAL DUTIES AND RESPONSIBILITIES

Tasks involved in fulfilling the above duty/responsibility:

• Effectively promotes the district’s mission and vision by acting as a liaison to stakeholders in the absence of the Superintendent.
• Directly communicates with stakeholders (administrators, parents, staff, the business community, and board of directors) on behalf of the Superintendent providing a bridge for smooth communication, demonstrating leadership to maintain credibility, trust, and support.
• Works closely with the Superintendent to keep the position well informed of upcoming commitments and responsibilities, following up appropriately.
• Acts as a “barometer,” having a sense for the issues taking place within the district and keeping the superintendent updated.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Superintendent including those of a sensitive/confidential nature.
• Determines appropriate course of action, referral, or response.
• Acts as a liaison between the Superintendent, Board of Education, staff, and community to ensure accurate and timely communication of information.
• Communicates with the public on behalf of the Superintendent, as appropriate.
• Drafts correspondence/prepares reports for the Superintendent.
• Maintains confidentiality in all matters.
• Maintains official school records in accordance with state and federal law.
• Opens, sorts, and distributes mail for the Superintendent.
• Is seen as the gateway keeper of the Superintendent, to free the Superintendent of unnecessary interruptions.
• Responds to phone inquiries and directs appropriate administrative responses as a representative of/through the Superintendent.
• High-level calendaring: schedules appointments for the Superintendent.
• Schedules travel.
• Reconciles P-card expenses.
• Serves as a resource person for the Superintendent, district staff, and the district community.
• This position is seen as the 4-1-1 of district policy, procedure, and all other matters.
• Oversees the district’s open enrollment student information.
• Oversees student voluntary transfer information.
• Takes minutes for all advisory group meetings including but not limited to student, staff, and community groups.
• Organizes the monthly community mobile food pantry.
• Seeks out volunteers
• Works with River Bend Mobile Food Bank director.
• Organizes the food distribution and clean-up.

Tasks involved in fulfilling the above duty/responsibility:

To serve as the official secretary of the Board of Education; which includes but is not limited to:

• Attendance and recording of the minutes of all Board meetings, including a special recording and preservation of closed sessions of the Board, as outlined in the Code of Iowa.
• Publish all official meeting notices in accordance with the Open Meetings Law.
• Reporting and preservation of all state and federally required reports.
• Maintenance and updating of Board policies.
• In the absence of the President and Vice-President serves as the chair of the Board of Education for purposes of selecting an acting chair.
• Other administrative support services as may be assigned.
• Oversees board candidate filing in conjunction with the County Auditor’s office.

SECTION IV:  KNOWLEDGE, SKILLS AND ABILITIES

• Proficient in Google Suite of applications – preferred; or
• Proficient in Microsoft Office Suite of applications.
• Knowledge of PowerSchool Student Accounting System – preferred.
• Considerable knowledge of policies, procedures, and overall district functions – preferred.
• Ability to learn new technologies with ease.
• Ability to communicate effectively both verbally and in writing.
• High-level grammar and editing skills – preferred.
• Demonstrated ability to adapt to an ever-changing work environment.
• Ability to create, access, input, retrieve, and manipulate information in Google sheets and/or Microsoft Excel.
• Ability to greet and interact with the public in a courteous and professional manner especially when emotions are high.
• Ability to use good judgment and commitment to confidentiality.
• Demonstrated ability to work in a high-pressure environment, exhibiting patience, and cooperation, and composure.
• Ability to work independently without direct supervision.
• Commitment to the education of all students is a priority.
• Promotes a positive culture, climate, and community.
• Requires strong judgment, decision-making, analytical skills, and tact.
• Demonstrates effective organizational and time management skills.
• Understands data privacy laws and their implications for the educational community.
• Demonstrated ability to manage simultaneous demands and set clear priorities.
• Demonstrated ability to work well with others in a team setting
• The ability to collaborate on projects in a team setting.
• Detail-oriented.
• Student-centered and relationship-focused.
• Ability to build relationships with all staff members (custodial/maintenance, secretaries, teachers, food service personnel, bus drivers, administrators, and board members).
• Ability to work flexible and extended hours when necessary.
• Ability to multitask and set clear priorities.
• Ability to meet deadlines.

SECTION V:  EDUCATION / CERTIFICATION REQUIREMENTS

• Bachelor’s degree in business, communications, human services, or related field preferred. Work experience and tenure may be considered in lieu of degree status.

SECTION VI:  EXPERIENCE REQUIREMENTS

• Five years of job-related experience as an administrative assistant is preferred.

SECTION VII:  COMPETENCIES AND/OR VALUES COMMON TO ALL POSITIONS

• A clear and demonstrated commitment to the District mission, which is to ensure high-quality, innovative, challenging education where all learners are valued and respected.
• Performing assigned responsibilities in a manner consistent with the District’s established Core Values.
• Advancing the District’s mission and values through careful attention to the key issues of Learning, Environment, and Resources.

SECTION VIII:  PHYSICAL JOB REQUIREMENTS

(Indicate according to essential duties/responsibilities):

The physical job requirements described here are representative of those an employee encounters while performing the primary functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the primary functions.

Note:  Such alternatives to the above qualifications as the School Board may find appropriate and acceptable.