Administrative Support to the Superintendent

Job Description

York School District One

Administrative Support Services

Administrative Support to the Superintendent

Reports To: Superintendent

FLSA Status: Non-exempt Support

Terms of Employment:

Twelve months/240 days; salary paid on Administrative Support scale group 5 and work year to be established by the Board

Job Summary:

To provide a variety of complex and confidential administrative and secretarial support to the Superintendent; communicating information on behalf of the Superintendent to school and District staff, other districts, and public agencies; ensuring compliance of Superintendent’s office activities with financial, legal and administrative requirements; and acting as a liaison between the Superintendent and staff and the public to provide information, address a variety of issues and provide general support.

Qualifications:

• High School Diploma or GED and 8 years experience; or Associates degree in secretarial science and 4 years experience; or BS degree in business education and secretarial science, preferred.
• 3 or more years of experience working in a professional office setting
• Demonstrate working knowledge of basic office procedures, basic accounting, typing, and a variety of computer applications (e.g. Word, Excel, PowerPoint, etc.)
• Command of the English language, both written and verbal.
• Perform difficult, complex, confidential, and responsible clerical and secretarial work independently and effectively.
• Such an alternative to the above qualifications as the Superintendent may find appropriate and acceptable.

Essential Duties:

• Composes documents (e.g., executive summaries, correspondence, minutes, newsletters, event programs, handbooks, bulletins, reports) to communicate information to school and district personnel and the public.
• Compiles data from a variety of sources (e.g., agenda items, payroll, budget) to ensure compliance with financial, legal, and administrative requirements.
• Attends meetings to convey and receive information.
• Coordinates a variety of programs and activities (e.g., task assignments, meetings, site in-service day activities, workshops, travel, and accommodations) to ensure the availability of facilities and equipment and deliver services in conformance with established guidelines.
• Evaluate situations (e.g., involving staff, students, parents, and the public) and take appropriate action and/or direct to appropriate personnel for resolution.
• Maintains documents, files, and records to provide up-to-date reference and audit trail for compliance.
• Maintains inventories of supplies and materials.
• Monitors assigned district activities and program components to coordinate activities and ensure compliance with established financial, legal, and administrative requirements.
• Prepares written materials (e.g., reports, memos, letters) to document activities, provide written references, and convey information.
• Presents information on administrative procedures, services, and regulations to train and orient other personnel and to disseminate information to appropriate parties.
• Processes documents and materials to disseminate information to appropriate parties.
• Researches a variety of information (e.g., current practices, policies, education codes) to provide information, and recommendations and address a variety of administrative requirements.
• Responds to inquiries to resolve problems, providing information and referring to appropriate personnel.
• Schedules activities (e.g., meetings, travel arrangements, staff coverage, facilities usage) to assist in meeting staff needs and efficient utilization of personnel, equipment, and facilities.
• Serves as a liaison to committees and organizations on behalf of the Superintendent and Board to convey and gather information required for district operations.
• Serves as secretary to the Board of Trustees by attending scheduled and called meetings; writes and maintains minutes; and performs other functions within the scope of the job responsibilities as needed.

Specific Job Requirements:

• Possess and utilize excellent team-building skills
• Accept delegated responsibilities willingly
• Maintain confidentiality
• Demonstrate a high level of initiative in job performance

Physical Requirements:

Requires sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations.

Working Conditions:

• Generally, the job requires 80% sitting, 10% walking, and 10% standing.
• Requires fine finger dexterity to use office equipment, office technology, and maintain accurate filing systems.
• Effectively coordinate a variety of difficult, technical administrative functions at a level requiring extensive independent decision-making within established rules, policies, and procedures
• Must regularly lift and/or move objects up to 10 pounds and occasionally lift and/or move objects up to 50 pounds.
• May experience constant interruptions, inflexible deadlines, and changes to normal routines.
• Must be willing to work a flexible schedule to meet special project deadlines, including working 1-2 evenings per month for Board and other public meetings.

Evaluation:

The performance of this job will be evaluated in accordance with the provisions of the Board’s policy on Evaluation of Support Service Personnel.

Non-Discriminatory Statement:

York School District One is an equal-opportunity employer. York School District One does not discriminate based on race, religion, color, handicap, sex, age, alienage, or national origin as required by applicable state and federal laws.

Disclaimer Statement:

This job description is not intended as a complete listing of job duties. The incumbent is responsible for the performance of other related duties as assigned/required.