Executive Assistant to the Superintendent

PURPOSE/BASIC FUNCTIONS
The Executive Assistant to the Superintendent shall be responsible for coordinating the functions, activities, workload and record keeping of the Superintendent's office while ensuring outstanding customer service to all district stakeholders.  The Executive Assistant to the Superintendent provides a wide variety of confidential administrative support; interprets policy and regulations to officials and the public; analyzes requests and provides recommendations for action; communicates information on behalf of the Superintendent to staff and the public; and ensures compliance of the Superintendent's office and Board of Education activities with financial, legal and administrative requirements.   The Executive Assistant will exercise discretion and prudent judgment in all aspects of the position. 
 
LOCATION
Jessica Buckner Administrative Center
 
MINIMUM REQUIREMENTS

• Bachelor's degree from an accredited college or university is strongly preferred.  An Associate's degree with five (5) or more years of experience as an administrative assistant in a school setting will be considered.
• Ability to establish and maintain rapport with diverse individuals and groups
• Excellent written and oral communication skills
• Strong computer skills, including proficiency with Microsoft Office applications and internet applications
• Knowledge of efficient office procedures and practices
• Ability to take the initiative, work independently, follow complex directions; and adapt to changing demands, activities and work loads

WORK PLACE EXPECTATIONS

• Demonstrate a positive attitude, pleasant demeanor, and strong customer service skills.
• Demonstrate professionalism and appropriate judgment in behavior and speech.
• Follow all District policies, work procedures, and reasonable requests by proper authority.
• Dress in a neat, clean, appropriate professional manner.  Formal business attire is required for this position.
• Work effectively with and respond to people from diverse cultures or backgrounds.
• Maintain the integrity of confidential information relating to students, staff, or District stakeholders.

REPORTS TO
Superintendent of Schools
SUPERVISES
N/A       
 
ESSENTIAL RESPONSIBILITIES

• Plan, coordinate and organize office activities and coordinate flow of communications for the Superintendent; obtain, explain and provide information to officials, staff, administrators, parents and others regarding office functions, policies and procedures; distribute copies of appropriate policies as requested.
• Receive and screen visitors and telephone calls; respond to requests, concerns and questions from visitors and callers; assist in resolving concerns of parents and community members.
• Schedule various appointments and meetings; arrange meetings and make travel arrangements; maintain and coordinate the Superintendent's calendar; prepare and disseminate announcements and reminders for events.
• Attend a variety of meetings and compile related material, notices, reports and agendas; record and transcribe minutes; distribute minutes and reports to administrative staff as appropriate.
• Compose correspondence independently on a variety of matters including those of a confidential nature; compile and type various letters, reports, statistical data, memos, bulletins, lists and other materials; format, edit and proofread written materials for accuracy, completeness, and conformance with applicable rules, regulations and procedural requirements.
• Attends all regular and special Board of Education meetings for the purpose of providing information, recording official minutes; coordinating materials distribution and/or supporting the needs of attendees.
• Provides administrative support to the Board of Education including posting scheduled Board meetings, maintaining Board agendas and preparing electronic Board meeting documents.
• Coordinates a wide variety of special projects, activities and/or vents for the Superintendent and Board of Education (e.g. meetings, receptions, Community Leader's Breakfasts, travel/accommodations, community events) for the purpose of completing activities and/or delivering services in a timely fashion.
• Maintains a wide variety of computerized and manual files, records and related information (confidential and non-confidential) for the purpose of documenting activities, ensuring up to date reference trail, providing materials and reliable resource information.
• Supports other administrative and office personnel for the purpose of providing assistance with their administrative functions.
• Diffuses potentially hostile situations for the purpose of resolving the situation and/or directing to the appropriate personnel for resolution.
• Provides administrative support for professional, civic, and community organizations designated by the Superintendent.
• Provides administrative support for the strategic planning process, and community engagement events in conjunction with the Community Relations Coordinator.
• Oversees the district food service program, ensures appropriate training for district staff related to food service, and completes all necessary reporting for the National School Lunch Program.
• Prepares and submits the annual school calendar, parent teacher conference reports and institute day requests and agendas to the Intermediate Service Center.
• Compiles necessary information and processes state reports as assigned.
• Performs other duties as assigned for the purpose of ensuring the efficient and effective functioning of the Superintendent's office.

TERMS OF EMPLOYMENT
At will employment.  Twelve months a year, with holidays and vacation days per district policy.   Attendance at regular and special Board of Education meetings held in the evening is required.  Salary  
 
EVALUATION
Performance of this job will be evaluated annually in by the Superintendent.