Executive Administrative Assistant - Superintendent

Title:    Administrative Secretary - Superintendent
 
Qualifications:

1. Perform highly responsible and confidential executive administrative support services.
2. Knowledge of functions and secretarial operations of a school district and administrative office.
3. Effective public relations skills.
4. Familiar with education and District policies, rules, and procedures.
5. Basic knowledge of applicable laws, codes, and regulations.
6. Proficiency with modern office practices and procedures.
7. Strong oral and written communication skills.
8. Correct English usage, composition, grammar, spelling, and punctuation.
9. Proficiency in business letter and report writing, editing, and proofreading.
10. Knowledge of methods of collecting and organizing data and information.
11. Knowledge of computer procedures, software, and applications.
12. Ability to maintain confidentiality of privileged information obtained in the course of work.

 
Reports to:     Superintendent
 
Job Goal:
To provide executive support for the Superintendent and the Board of Education; perform a wide variety of responsible administrative secretarial and clerical duties requiring a high level of organization and frequent contact with the public, employees, administration and the Board of Education; act as the Executive Secretary to the Board of Education and perform other related work as required.
 
 
Performance Responsibilities:

1. Performs highly responsible administrative support duties as the primary and confidential secretary to the Superintendent; plans, organizes District Office activities and coordinates flow of communications and information; assures smooth and efficient office operations.
2. Maintains and coordinates the Superintendent’s calendar of appointments; Prepares and disseminates meeting invitations and calendar events.
3. Composes correspondence independently on a variety of matters including those of a confidential nature.
4. Performs a wide variety of clerical duties in support of the Governing Board including organizing Board correspondence, professional learning, and travel arrangements.
5. Drafts, prepares, and distributes the final agenda with supporting materials for Board of Education meetings.
6. Attends all public meetings of the Board and composes minutes of motions, their disposition, pertinent discussions; Maintains official Board online archive of agendas, minutes, and media.
7. Provides necessary correspondence and notifications to the appropriate parties following Board actions.
8. Maintains, updates, and disseminates the manual of Board Policies and Administrative Regulations.
9. Establishes and maintains a variety of records and filing systems related to assigned activities; compiles and duplicates related materials as needed.
10. Inputs a variety of data into an assigned computer system; establishes and maintains automated records, files, and databases; initiates queries, develops spreadsheets, manipulates data, and generates various computerized lists and reports as requested; assures accuracy of input and output data.
11. Performs a variety of clerical accounting duties in support of the Superintendent; monitors inventory levels of office and designated supplies; prepares, processes, and codes purchase orders and invoices as assigned; contacts vendors/providers to arrange for billings and payments as directed; assists in assuring expenditures do not exceed established budget limitations.
12. Communicates with personnel, various outside agencies, and the public to exchange information, coordinate activities, and resolve issues.
13. Serves as coordinator of open enrollment.
14. Works with other departments and the Department of Education to complete state reporting requirements.
15. Maintains the District Academic Calendar.
16. Communicates with the media and community during school cancellations or dismissals.
17. Coordinates the employee recognition program with Human Resources.
18. Completes other duties as assigned.

 
Terms of Employment:

1. Employed on a twelve-month basis.
2. Salary and fringe benefits set by the Board of Education

 
Position Evaluated by:   Superintendent
 
Description reviewed by:   Superintendent - March 2025
 
Disclaimer:
The statements of this job description are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel in this position. These statements are not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his or her supervision.
It is the policy of the Southeast Polk Community School District not to illegally discriminate on the basis of race, color, national origin, gender, disability, religion, creed, age (for employment), marital status (for programs), genetic information (for employment), sexual orientation, gender identity and socioeconomic status (for programs) in its educational programs and its employment practices. There is a grievance procedure for processing complaints of discrimination. If you have questions or a grievance related to this policy please contact, Joseph M. Horton, Deputy Superintendent, Equal Opportunity Coordinator and Title IX Coordinator, Southeast Polk District Office, 8031 NE University Ave., Pleasant Hill, IA 50327, (515)-967-4294,joseph.horton@southeastpolk.org. Inquiries or grievances may also be directed to the Iowa Civil Rights Commission, Des Moines, IA, 50319-0201, (515) 281-4121; or the U.S. Department of Education, Region VII Office of Civil Rights, 500 West Madison Street, Suite 1475, Chicago IL 60661.