Executive Assistant to the Superintendent & School Board Clerk

Executive Assistant to the Superintendent & School Board Clerk

FLSA Status: Exempt

Reports To: Superintendent

Supervises: School Board Office Receptionist

Employment Terms: 12-Month Full-time Position (260 Contracted Days)

Grade: G18

Position Summary

Provides administrative support for the Superintendent and the School Board. The Executive Assistant organizes and performs high-level administrative work with minimal supervision and is integral to the school district's daily administrative operations and communications.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Functions

1. Provide administrative assistance to the Superintendent and School Board in conducting the overall operation of the school district.

• Assists the Superintendent in general administrative operations.
• Develops and processes confidential data and information regarding district operations, negotiations, and personnel management.
• When appropriate, interprets district policies, guidelines, and directives to staff, administration, and the public.
• Acts as a direct liaison to the School Board in the absence of the Superintendent when immediate Board action is required.
• Acts as liaison for the School Board in community contacts.
• Performs administrative work of a high level with minimal direction and supervision.
• Prioritizes, composes, edits, and formats documents on initiative or when directed.
• Compiles, screens, and prioritizes incoming correspondence and telephone calls for the Superintendent and School Board.
• Maintains diplomatic and helpful manner when dealing with the public, district staff, and School Board.
• Identifies concerns, problems, and complaints and directly assists the public and district staff in explaining policies and/or negotiating solutions.
• Reports regularly to the Superintendent on any developments or problems within the district requiring the Superintendent's awareness or action.
• Coordinate, participate, and record the Superintendent's meeting minutes.
• Establish and maintain the filing system of the Superintendent and the School Board.
• Maintains an up-to-date policy book for the district and assures procedures are established for disseminating new policies.  
• Assists in operating the district's communication systems for emergency closings and general inter-district communications from the Superintendent and School Board.
• Serves as backup contact person for enrollment.

2. Coordinates preparation and assembly of materials, agendas, and packets required for School Board meetings.

• Organizes, assembles, distributes, and prepares School Board agenda with supporting documentation for School Board members, administrators, and the public.
• Supervises preparation of School Board meetings and manages Board Docs site.
• Prepares official minutes, arranges for publication of approved minutes as required by law, and follows up on School Board decisions.
• Communicates school board decisions/policy changes to appropriate staff.
• Researches and responds to questions or requests from school board members, staff, or community members.
• Provides advice regarding parliamentary procedures to the Board.
• Develops and posts/publishes a calendar or schedule of events.
• Provide historical information related to school board agendas, official activities, and decisions made by the school board and superintendent.

3. Plans, organizes, prioritizes, and executes complex administrative and/or research projects and communicates and functions as the Superintendent or School Board assigns.

• Completes special projects and reports. Compiles statistics and gathers other data as the Superintendent may require.
• Prepares data for public dissemination of information.
• Provides assistance and information to candidates and/or new board members and develops new orientation information.
• Assists with staff newsletter following school board meetings.
• Serves as the division representative on numerous committees.
• Compiles required information and processes reports to various federal and state agencies.
• Disseminates state/federal communications to administrative staff and ensures that requests for information from them are correctly handled and punctually.
• Handles all FOIA requests.
• Ensures school district reports for the Superintendent and School Board are promptly prepared.
• Communicate with school attorneys, local and state agencies, and the press as needed.

4. Plans and coordinates special School Board and administrative functions within the budget assigned.

• Plans/schedules time, facilities, and equipment/services for meetings, workshops, special events, receptions, etc.
• Provides direct oversight of the Superintendent’s and School Board’s budgets.
• When appropriate, develop and arrange to distribute invitations to special events.
• Makes travel plans (hotel reservations and registration) for conventions and conferences for the Superintendent and School Board.
• Responsible for purchase orders and other financial process execution for the Superintendent and School Board.
• Calculates and collects funds required for meetings and notifies the public if needed.

5. Performs other comparable duties of a like or similar nature as assigned.

Essential Knowledge

1. Knowledge of school district policies and procedures.
2. Knowledge of laws related to education, data privacy, the Family Educational Rights and Privacy Act, and elections.

3. Knowledge of school functions and organizational structure.

4. Knowledge of parliamentary procedure and Robert’s Rules of Order.

5. Knowledge of records retention, office administration, and office management procedures.
6. Knowledge of customer service and office etiquette procedures.
7. Knowledge of district budget processes.
8. Knowledge of the application and use of computers, productivity software/applications, cloud-based tools/services, social media platforms, and other digital tools utilized by the District in the job performance.

Essential Skills and Abilities

1. Practical writing skills, including the ability to edit and compose written documents.
2. Ability to address sensitive and potentially controversial matters orally or in writing.
3. Establishing and maintaining effective working relationships with employees, supervisors, department heads, and elected officials.
4. Training and leading other office personnel in assigned duties, work priorities, and work requirements.
5. Applying judgment in dealing with angry, hostile, or uncooperative individuals.
6. Dealing appropriately with outside requests for information, access to district managers, or materials using sound office etiquette and by district procedures and data privacy issues.
7. Ability to use computers, software, and peripheral equipment to complete job-related tasks.
8. Ability to use digital communications to enhance the District’s public relations.
9. Maintaining confidentiality.
10. Ability to work independently with minimal supervision.
11. Ability to gather and analyze information through a variety of methods.
12. Ability to plan, prioritize, and organize complex functions.
13. Ability to complete work accurately and reliably.
14. Ability to work well with people, including resolving interpersonal conflicts and motivating others to perform and meet time commitments.
15. Growth mindset.
16. Problem-solving skills.
17. Basic math skills.

Qualifications, Education, and Experience

1. An associate degree is required; a bachelor's degree is preferred.
2. Extensive experience of an increasingly responsible nature in administrative support work or an equivalent combination of education and experience is required.
3. The Superintendent and Board may find alternatives to the above qualifications appropriate and acceptable.

Physical Requirements

1. This work requires the occasional exertion of up to 10 pounds of force.
2. Work regularly requires speaking or hearing and using hands to finger, handle or feel, frequently requires sitting and repetitive motions and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, reaching with hands and arms and lifting.
3. Work has standard vision requirements.
4. Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
5. Hearing is required to perceive information at normal spoken word levels.
6. Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
7. Work occasionally requires exposure to bloodborne pathogens and may be required to wear specialized personal protective equipment.
8. Work is generally in a moderately noisy location (e.g. business office, light traffic).

Special Requirements

1. Valid driver's license in the Commonwealth of Virginia for the operation of division-owned/leased motor vehicles may be required. The incumbent’s driving record will be subject to periodic review and must be acceptable in accordance with the provisions of the Dinwiddie County School Board’s policy manual.
2. All candidates must successfully undergo the following pre-employment screenings:
1. Tuberculosis Screening
2. Child Protective Services (CPS) Investigation
3. State Police Criminal History Investigation
4. Federal Bureau of Investigation (FBI)/National Criminal History Investigative Search

Evaluation

Performance of this position will be evaluated in accordance with the provisions of the Dinwiddie County School Board’s policy manual.

Equal Opportunity Employer Statement

As an Equal Opportunity Employer, Dinwiddie County Public Schools does not discriminate against applicants on the basis of race, color, religion, national origin, ancestry, political affiliation, sex, sexual orientation, gender, gender identity, age, marital status, genetic information, disability or protected veteran status.  

We will recruit and select applicants for employment solely on the basis of their qualifications. Our guidelines and practices, including those relating to wages, benefits, transfers, promotions, terminations and self-development opportunities, will also be administered without regard to race, color, religion, sex/sexual orientation, gender/gender identity, age, marital status, genetic information, national origin, ancestry, political affiliation, disability, protected veteran status and all other classes protected by the Federal and State Law. Dinwiddie County Public Schools is an Alcohol and Drug Free Workplace.

Salary : $64,002 - $108,805