Position/Title: Administrative Assistant to the Superintendent
Reports to: Superintendent
Qualifications: High school diploma or equivalency, basic computer and technology skills, experience in communicating with the public, and successful secretarial experience preferred.
Job Goal: Perform diversified and complex clerical duties involving the application and interpretation of School Board policies in a professional and efficient manner; assist the Superintendent by relieving the Superintendent of a variety of administrative matters; establish and maintain harmonious working relationships with superiors and co-workers.
Duties:
- Maintains a pattern of prompt and regular attendance and performs all duties as assigned effectively and efficiently.
- Work cooperatively with other central office staff.
- Coordinate preparation and distribution of materials for school-level student handbooks.
- Coordinate with the webmaster to post materials online.
- Perform various tasks in support of administrative functions within the department.
- Facilitate timely preparation and efficient flow of communications, correspondence, and related matters.
- Make arrangements for conferences and group meetings, including space, time, and place; inform participants of topics to be discussed, related research, and necessary background information.
- Type correspondence, memoranda, reports, and other administrative documents.
- Maintain Superintendent's calendar of appointments and events.
- Maintain calendar for Board meeting agenda process and follow-up.
- Attend meetings, as assigned. Record minutes, and prepare follow-up, as needed.
- Organize and facilitate professional travel and other necessary arrangements for School Board Members and the Superintendent.
- Coordinate preparation of materials for Board meetings, Agenda Preparation Group meetings, and others, as assigned. Organize materials for Superintendent's use at meetings with School Board Members (e.g., Strategic Work Sessions), staff, ad hoc committees, and public speaking engagements.
- Organize and publish Towns County Board of Education meeting agendas.
- Handles phone calls for the Superintendent and refers calls to the staff members as appropriate.
- Responds appropriately to requests for information, takes messages, and gets as much background information as possible.
- Greet visitors and offer suggestions and guidance in order to maintain good public relations for the school system.
- Keep informed regarding the administrator's location and actions to provide notice of urgent and incoming correspondence and/ or events.
- As directed by the Superintendent, work on special projects involving research and the collection, analysis, and evaluation of data to be submitted as background material for staff, media, School Board Attorney, etc.
- Meet and deal effectively with the public, staff members, students, teachers, parents, and administrators, using tact and good judgment.
- Operate standard office equipment, including new technology equipment subsequently developed.
- Maintain a productive and efficient filing system for all correspondence and records. Ensure documents are stored in an easily retrievable manner.
- Possess and maintain valid and appropriate license, certificate, and/ or credential as may be required for this position.
- Keeps the District Safety Plan Book updated.
- Prepares school calendar for the upcoming school year.
- Responsible for front desk duties, including greeting visitors and ordering office supplies.
- Responsible for typing all correspondence, including board agenda and minutes, opening and organizing bank statements, making travel arrangements, setting up meetings, and filing.
- Issue work permits for students ages 14-17.
- Responsible for gathering the necessary information for vendors to provide bids on annual services.
- Responsible for maintaining an up-to-date list of all regular bus drivers for the current year and filing current physical, a copy of current drug license, and drug test results.
- Assist new drivers in obtaining their CDL and necessary training and safety classes for school systems.
- Assist Superintendent in preparing for meetings.
- Maintains confidentiality of sensitive information and materials; adheres to the chain of command.
- Performs other duties as assigned by the Superintendent.
