Exempt Position: Executive Assistant to the Superintendent
Job Description: The Administrative Assistant to the Superintendent provides essential support to ensure the efficient and effective operation of the Superintendent’s office and district administration. This role involves handling confidential information, managing schedules, preparing reports, coordinating meetings, and maintaining effective communication with a positive customer service-oriented approach with all stakeholders, including staff, parents, families, students, and community members.
Qualifications:
- Associate’s degree or higher in business administration, office management, or related field;
- Five years of administrative assistant or secretarial experience;
- Extensive skill set in word processing, spreadsheets, presentations, database applications, and other software management systems;
- Satisfactory criminal background check in accordance with Ohio law;
- Such alternatives to the above as deemed appropriate by the Superintendent.
Preferred: - Certified and current Ohio Notary Public;
- Experience in the public education K-12 school system/district.
Essential Functions: - Administrative Support
- Provide administrative support to the Superintendent, Board of Education, Treasurer, and Executive Leadership Team.
- Supports the preparation of presentations, runs and drafts reports, and researches information for the Superintendent and leadership team members to support the strategic plan and efficiency of the organization.
- Prepare and upload information and documents to Board Docs, the Board of Education’s site for meetings, agendas, dates, policies, etc.
- Support the development, revision, and processing of changes to the Board of Education policies and Administrative Guidelines.
- Develop, manage, and revise ongoing creation and management of spreadsheets and databases for staff personnel, specific projects, needed district information, etc.
- Use professional discretion to organize, assess, and determine the distribution of materials on behalf of the Office of the Superintendent.
- Collect, analyze, and provide background information to the Superintendent for responses to inquiries from all stakeholders.
- Collaborate and assist in the development, planning, and coordination of the following to best support the Superintendent and Board of Education: Meet and Greets, annual Convocation, student and athlete recognition prior to BOE meetings, retiree recognition, Friend of Education awards, Staff recognition events (i.e. retreats, workshops, and other community engagements).
- Make conference registration, lodging, and travel arrangements for the Superintendent and Board of Education Members.
- Facilitate and manage the annual Superintendent’s budget, including tracking expenditures and providing ongoing reports and analysis.
- Meeting Coordination
- Plan, schedule, and flexibly adjust the Superintendent’s appointments in order to ensure priorities are addressed in a timely manner and balanced with ongoing responsibilities.
- Coordinate calendars to support the following groups’ meeting dates/times: Cabinet, Executive Leadership Team (ELT), District Leadership Team, Association Leaders, PTO/Booster Group, Superintendent Committees, legal counsel, and other stakeholders.
- Support Superintendent committees and attend meetings, as requested.
- Plan meeting arrangements and details to ensure implementation of successful meetings, including following up with all documents and communications pertaining to the meeting.
3. Office Management
- Manage the day-to-day operations of the Superintendent’s office, including but not limited to coordinating Board of Education meeting notices, agendas, and supporting documents, expulsion hearings, schedules, budgets, files, agendas, records, and all communications, including phone calls and emails.
- Proactively initiate the development of ideas and solutions to improve the effectiveness and efficiency of the functions of the Central Office, the district, and the Superintendent.
- Collect, develop, organize, and keep confidential data systems related to personnel, their employment, licensure, demographic information, emergency contacts, I-9s, and all other information needed for current and historical reference.
- In the absence of the Superintendent, perform as the key contact for coordinating and contacting the designee.
- Personnel Responsibilities
- Collaborate with the Superintendent, Treasurer, and Director of Employee Relations in the management of the following systems: Ohio Department of Education and Workforce’s Ohio Educational Directory System (OEDS) and State Board of Education’s Rapback and Licensure system, and other state-required public education systems.
- Provide administrative assistance to the Superintendent, Treasurer, and Director of Employee Relations regarding all personnel records on district administrators, certified, classified, and exempt staff, substitutes, athletic personnel (coaches), Paraprofessionals hired through the Educational Service Center Council of Governments (ESC COG), and other hired staff.
- Maintain and secure personnel records - both digital through databases and spreadsheets, and hard copies through personnel files.
- Support and organize the memorialization of resignations, retirements, transfers, personnel discipline, evaluations, fee waivers, tuition reimbursement, and supplementals and stipends.
- Support and publish the posting of vacancies both internally and externally, accordance with the Collective Bargaining Agreements of both OAPSE and BEA.
- Communication
- Support and facilitate ongoing communication between the Superintendent and the Board of Education, district staff, leadership team, the community, and other stakeholders, including working closely with the Public Information Officer to ensure Superintendent communications through email, district newsletters, events, and the district website are distributed and updated on a timely basis.
- Create draft correspondence and letters both at the Superintendent’s direction and on their own initiative in response to requests or inquiries to the Office of the Superintendent.
- This position plays a critical role in ensuring smooth administrative operations within the school district while supporting the Superintendent’s leadership efforts in advancing the district’s educational excellence across all Ohio K-12 schools.
Required Knowledge, Skills, and Abilities: - Learn with curiosity.
- Demonstrate kindness.
- Embrace equity.
- Maintain the utmost professionalism and confidentiality at all times for the Office of the Superintendent.
- Ability to support the values of our strategic and equity plans.
- Knowledge of Bexley Board of Education policies, Collective Bargaining Agreements for both Bexley Education Association (BEA) and Ohio Association of Public School Employees (OAPSE), and district procedures and protocols.
- Demonstrates and is highly skilled in the nuances of English grammar and effective language use.
- Strong executive functioning skills and highly organized in many areas.
- Effectively coordinate and complete several tasks at once without compromising quality.
- Work effectively and efficiently under pressure from the public, workload, employees, and stakeholders.
- Work with minimum direct supervision.
- Work collaboratively with others to solve problems and resolve problems independently when possible.
- Be savvy in technology and software systems, including but not limited to Google Education platform, Zoom, Microsoft Office Suite, and Adobe Acrobat Pro.
- Ability to quickly learn district-related software appropriately and efficiently (i.e., word processing, spreadsheets, presentation, database applications, data collection, sorting, and analysis).
- Interact and assist with sensitive issues confidentially, positively, supportively, and tactfully in the midst of stressful, difficult, and challenging situations.
- Must possess active listening skills and the ability to communicate ideas and directives clearly and effectively, both in writing and orally.
- Ability to anticipate the needs of the Superintendent and Cabinet members concerning reports (i.e., monthly, quarterly, annually, or as required.)
- Develop and sustain meaningful relationships with students, families, and staff.
- Ability to confidently and tactfully assist people in the midst of stressful, difficult, and challenging situations.
- Knowledge and belief that teaching and supporting a school environment is a growth-based endeavor, reflective in nature, with multiple approaches to teaching and learning.
- Ability to interact positively and supportively with staff, students, families, the Board of Education, the community, and all stakeholders.
- Be fiscally responsible.
- Respect the variability of cultures, including but not limited to socioeconomic status, religions, family types, etc.
- Follow all safety guidelines under the Ohio Revised Code and the Ohio Administrative Code for public school employees, including but not limited to bloodborne pathogens, ethics, fraud, reporting child abuse and neglect, etc.
- Perform other duties as assigned by the Supervisor, Superintendent’s Designee, or Superintendent.
Work schedule: 8 paid hours per day; 12 paid holidays, 260 days per year
Benefits: School Employees Retirement, Medical, Dental and Vision Insurance. Vacation, Personal and Sick Leave.
Hourly rate: $31.00 to $40.00, commensurate with experience.
The Bexley City School District Board of Education does not discriminate on the basis of race, color, national origin, sex, including sexual orientation and gender identity, disability, age, religion, military status, ancestry, genetic information, or any other legally protected category in its programs and activities, including employment opportunities.
This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed by the incumbent. The incumbent will be required to follow the instructions and perform the duties required by the incumbent’s supervisor, who will be appointed as the authority.
