What are the responsibilities and job description for the Administrative Assistant to the Superintendent / Board of Education position at Valdez City Schools?
Position Type :
Secretarial / Clerical / Administrative Assistant to the Superintendent
Date Posted : 12 / 26 / 2024
Location : Valdez City Schools
Date Available : 01 / 13 / 2025
Administrative Assistant to the Superintendent
Position Purpose
Under the direct supervision of the Superintendent of Schools, to provide a wide variety of complex and confidential administrative and secretarial support to the Superintendent; communicating information on behalf of Superintendent to school district employees, parents, other school districts, public agencies, etc., ensuring compliance of Superintendent's office and Board activities with administrative requirements; and address a variety of issues and / or provide general support necessary to ensure efficient and effective school district operations.
Essential Functions :
- Composes routine and complex documents (e.g. executive summaries, correspondence, policies, agendas, minutes, newsletters, event programs, handbooks, bulletins, reports, job postings, etc.) for the purpose of communicating information to school and district personnel, students, parents, the public, and others.
- Prepares copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees, Board members, parents, and the public regarding meetings, activities, events or other work-related matters.
- Assists the Superintendent in preparing and distributing agendas for Board of Education and committee meetings.
- Attends meetings as assigned (e.g., Board of Education meetings, cabinet meetings, meetings with others contacted in the course of work) for the purpose of conveying and / or gathering information required to perform functions and meet record-keeping obligations.
- Maintains the daily / weekly / monthly calendar of the Superintendent to coordinate the scheduling of work-related appointments, activities, meetings, etc.
- Maintains calendar of school district events for the purpose of coordinating and scheduling district activities.
- Maintains documents, and records for the purpose of providing up-to-date reference, retrieval, and audit trail for the Superintendent and for compliance.
- Maintains application system, including the posting of job vacancies, distribution of applications, etc.
- Maintains personnel records and files as required, including certification forms and retirement records.
- Assists visitors to the office, including students, parents, substitutes teachers, maintenance workers and others
- Process incoming mail for the purpose of sorting items in terms of importance and known priorities; send outgoing mail.
- Responds to inquiries (including telephone calls) from students, parents and employees, providing information, facilitating communication among parties and / or providing direction.
Additional Duties
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the Superintendent's office and school district operations.
Note : The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.
Equipment
Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.
Travel Requirements
Limited travel to and from meetings may be required.
Knowledge, Skills and Abilities
Physical and Mental Demands, Work Hazards
Qualification Profile