Job Description

Openings as of 4/19/2019

  • Executive Assistant to Supt/Governing Board JobID: 2038
  • Position Type:
    Secretarial/Clerical/Executive Assistant/Superintendent/Board

  • Date Posted:

  • Location:
    District Office

  • Closing Date:
    until filled

  •   Additional Information:

    POSITION DESCRIPTION: Executive Assistant to Superintendent and Board
    Classified Exempt New Hire Compensation Guide
    Minimum Compensation: $41,891
    Work Calendar: 12-month

    I. General Description:

    To perform difficult and complex administrative support duties requiring the use of independent judgment and broad knowledge of District policies, procedures, programs and organizational structure under light supervision or direction from the Board and Superintendent.

    Performs secretarial duties of a specialized nature in completing Governing Board material prior to and following Board meetings.

    II. Qualifications:
    1. Must possess high school diploma or equivalent with additional training at the college level or in specialized business college courses preferred.
    2. Must possess expert skills in secretarial techniques needed in a school district setting.
    3. Must possess a minimum of five years secretarial experience, preferably worked in a school district setting.
    4. Must complete a series of secretarial tests with a high degree of proficiency.
    5. Must possess a loyalty to the District and its philosophy.
    6. Must possess an ability to communicate effectively through verbal and written form with Superintendent, Board and community leaders
    7. Must possess an ability to deal effectively with matters of confidentiality.
    8. Must possess a thorough knowledge in the use of standard office machines and personal computers.
    9. Must demonstrate the ability to multi-task and meet sensitive deadlines for projects assigned.

    III. Duties and Responsibilities:
    1. Maintains punctual and regular attendance.
    2. Completes Superintendent's correspondence, reports, and related material in appropriate form. Develops district forms as needed.
    3. Prioritizes office and District projects. Maintains a strict schedule of completion.
    4. Opens incoming mail, routes items to appropriate department or person when indicated. Completes questionnaires or routine correspondence without direction.
    5. Maintains office files and serves as guardian of administration material and district historical items.
    6. Makes appointments for Superintendent and maintains daily calendar schedule, avoiding overloading of Superintendent or unnecessary waiting of visitors.
    7. Schedules meetings for Superintendent, arranges appropriate space, and notifies participants.
    8. Records minutes of various meetings for Superintendent and Governing Board as assigned.
    9. Receives office visitors, offering assistance or other actions as indicated.
    10. Answers telephone calls and gives information regarding school calendar, District boundaries, or other general inquiries.
    11. Completes and distributes additions or changes in District Policies and Procedures after adoption by Governing Board.
    12. Assumes responsibility for organizing and completing the Board agenda material and arranges for distribution of packets to Board members and designated administrators. Distributes notices of Board meetings to staff and news media and posts public notice at District Office. Coordinates preparation of room for meetings.
    13. Attends all regularly scheduled Board meetings. Takes and transcribes notes into detailed written minutes within three working days. Responsible for operation of recording equipment used during each Board meeting.
    14. Updates school District yearly calendar.
    15. Initiates schedules of Board meetings for review and official acceptance.
    16. Maintains Board files.
    17. Keeps material in order and easily accessible for reference or review by constituents and auditing personnel.
    18. Maintain confidentiality of information regarding students, staff, parents and school issues.
    19. Provide a welcoming atmosphere for students, staff, parents and community.
    20. Perform responsibilities in an ethical and professional manner.
    21. Performs other related duties as assigned.

    IV. Status:

    FLSA – Exempt

Application Instructions

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