Title of Position: Casual Seasonal Administrative Assistant I, State Board of Education
Reports to: Executive Director, State Board of Education
Description of Position: The Administrative Assistant I for the State Board of Education is responsible for providing administrative support to the State Board of Education (SBE) and the Executive Director. The secretary is responsible for attending monthly evening board meetings. Additionally, this position will maintain all meeting records for archiving and monitor all finances for the SBE and Executive Director.
Major Responsibilities Include:
- Coordinate and schedule meetings including room reservations, announcements, editing agendas and supporting other correspondence in preparation for meetings.
- Compile and distribute agendas and meeting materials on the State Board’s eBoard site and State of Delaware public meeting calendar web page.
- Prepare for, attend, run the virtual portion, and support follow-up for all meetings of the State Board (day and evening), including preparation of logistics and materials, archiving, and other records management procedures.
- Prepare detailed minutes for all State Board, P-20 Council, and subcommittee meetings, draft State Board reports, and other documents as needed.
- Provide support for State Board members, including scheduling meetings and supporting preparation for sub-committees, special board committees, or committees on which members of the Board serve.
- Perform computer-related operations (creating, composing, editing, printing, saving, and retrieving computer-generated documents including social media graphics, data management, creating tables, merging files, electronic mail and maintaining calendar in Outlook).
- Manage the three social media platforms of the SBE.
- Communicate effectively with the public, staff, and district/charter personnel regarding the SBE’s responsibilities, upcoming meetings, etc.
- Provide financial accountability support for State Board budgets, maintain internal budget sheets.
- Prepare out-of-state travel requests, including making transportation arrangements, hotel accommodations, and conference registrations including reconciliation of out of state expenses.
- Prepare financial documents, which include stipend memos, processing and maintaining purchase orders, payment vouchers, reconciliations, and personal reimbursements.
- Mail and email written correspondence to the parties for any appeal hearings before the SBE.
- Schedule hearing officers.
- Make arrangements for transcripts, as needed.
- Performs other duties as assigned.
Essential Qualifications and Skills
Education: High School diploma or GED required. Associate degree or some college course work preferred.
Experience:
- Secretarial/administrative support experience.
- Experience in office operations including word processing, filing and record keeping required.
- Experience with First State Financials (FSF) preferred.
- Experience with transcribing meeting minutes.
- Experience with budget management and basic accounting procedures preferred.
Skills:
- Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint; comfort in managing social media accounts and learning new technology platforms.
- Demonstrates high degree of accuracy, thoroughness, and reliability.
- Must have excellent oral and written communication skills.
- Must be proficient in performing responsibilities with minimal supervision.
- Must be skilled in setting priorities, working under pressure, and working in collaboration with others.
- Must be able to proactively solve problems with professionalism.
- Must possess excellent interpersonal skills and the ability to deal with staff in a tactful, congenial, and personal manner.
- Must be experienced in exercising discretion and confidentiality in all professional duties.
Salary:
Salary will be computed in accordance with the education, experience, and training of the individual selected and in accordance with salary schedules for employees of the Department of Education. Direct deposit of payroll checks is a condition of state employment, and employees are paid on a lag pay schedule with the first payment made after approximately one month of employment.
Notes:
Casual/seasonal employment is offered to assist agencies on a temporary basis and the duration of employment is determined by the needs of the agency, available funding and job performance.
A criminal background check is required. The successful candidate must demonstrate during the interview process an understanding of diversity, educational equity and multicultural education. This job description is not intended to be an all-inclusive list of duties and standards of the position. The selected candidate should expect to perform any other related activities needed to deliver the position’s key duties and responsibilities and follow any other instructions as defined by his/her supervisor.
The Delaware Department of Education is an equal opportunity employer and does not discriminate in its employment practices or educational programs, services or activities based on race, color, religion, sex (including pregnancy), national origin, age, disability, marital status, sexual orientation, gender identity, genetic information, veteran’s status or any other legally protected category. Inquiries should be directed to the Human Resource Office, 401 Federal Street, Suite 2, Dover, DE 19901. Phone: 302-735-4030.