Job
Description
Job
Title:
Executive Secretary,
Superintendent
Department: District Office
Reports
To:
Superintendent
FLSA
Status:
Non Exempt
Salary
Schedule: SC lane 11
Prepared
By:
Superintendent’s Office
Prepared
Date:
Approved
By:
Human Resources Director
Approved
Date:
February 27, 2007
SUMMARY
Under
the direction of the Superintendent, performs a variety of clerical and support
work involving both, specific routines and broadly defined laws, policies, and
procedures required in the daily activities of the School Board work, as well
as managing the day-to-day operations of the Superintendent’s office in an
efficient manner.
ESSENTIAL DUTIES
AND RESPONSIBILITIES include
the following. Other duties may be assigned.
Acts
as an administrative assistant to the Superintendent.
Provides
resource assistance to Superintendent and Board Members.
Independently
distributes a wide range of correspondence to all levels of administration.
Establishes
suspense dates for accomplishment of assigned tasks to other administrators,
monitoring accomplishment of assignments to established deadlines.
Exercises
good judgment in establishing or adapting work procedures to new situations and
in performing varied clerical and administrative services.
Meets
and interacts with public and employees in routing situations that require
tact, discretion, and courtesy.
Screens
telephone calls and incoming mail.
Performs
duties that include a wide variety of complex clerical tasks requiring the
application of independent judgment and knowledge of regulations, policies and
procedures, laws, and setting up files.
Keeps
appointment calendar as requested, and book events for Board and conference
rooms.
Provides
information and interprets policies or procedures related to departmental or
school activities.
Establishes,
maintains, and monitors accurate, neat, and efficient electronic and manual
filing systems.
Sorts
and classifies incoming mail and other information for efficient disbursement
to appropriate recipients.
Prepares,
composes, designs letters, memoranda, reports, handbooks, questionnaires, board
agendas, principals’ meeting agendas, policy book information, and other
materials from marginal verbal instructions, etc.
Compiles
information from various sources on a variety of standardized forms for
reporting purposes.
Prepares
accurate minutes of Board and other meetings.
Ability
to handle confidential information with complete security.
Works
with State Office of Education, business department, and schools on School LAND
Trust plans and reports needed for Board approval.
Reviews
and approves travel requests. Generates
travel reports for the business department.
Trains other employees how to make reports, find requests, and know
transportation rules and policies regarding the requests.
Designs
and formats forms as a PDF for use as a regular or type-on form for employee
use.
Reviews
legislative bills and rules and tracks policies for compliance.
QUALIFICATIONS To perform this job successfully,
an individual must be able to perform each essential duty satisfactorily. The
requirements listed below are representative of the knowledge, skill, and/or
ability required. Reasonable accommodations may be made to enable individuals
with disabilities to perform the essential functions.
Thorough
knowledge of business English, spelling, and punctuation.
Thorough
knowledge of office practices and procedures.
Thorough
knowledge of State Office of Education rules and regulations.
Knowledge
of computer programs used for maintaining the district home page information.
Extensive
knowledge of the operations, functions, and scope of authority of departments
and offices related to handling and disposing of information and requests for
information.
Ability
to receive the public and to make decisions based on mature judgment to relieve
the schedule of the Superintendent.
Ability
to maintain effective working relationships with officials, department heads,
other employees, and the general public.
EDUCATION
and/or EXPERIENCE
Associate's
degree (A. A.) or equivalent from two-year college or
technical school and a minimum of two years related secretarial experience
and/or training; or equivalent combination of education and experience.
Must
have experience working with the public.
Previous experience in a public school setting preferred.
LANGUAGE
SKILLS
Ability
to read and interpret documents such as safety rules, operating and maintenance
instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak
effectively before groups of customers or employees of organization.
MATHEMATICAL
SKILLS
Ability
to add, subtract, multiply, and divide in all units of
measure, using whole numbers, common fractions, and decimals. Ability to compute rate,
ratio, and percent and to draw and interpret bar graphs.
The
ability to perform minimal bookkeeping procedures preferred.
REASONING
ABILITY
Ability
to solve practical problems and deal with a variety of concrete variables in
situations where only limited standardization exists. Ability to
interpret a variety of instructions furnished in written, oral, diagram, or
schedule form.
The
ability to learn and interpret rules, regulations, polices,
laws, and instructions desirable.
PHYSICAL
DEMANDS The physical demands described here
are representative of those that must be met by an employee to successfully
perform the essential functions of this job. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential
functions.
While
performing the duties of this job, the employee is regularly required to sit;
use hands; talk and hear. The employee
is occasionally required to stand, walk, and reach with hands and arms. The employee must regularly lift and/or move
up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally
lift and/or move up to 50 pounds.
Specific vision abilities required by this job include close vision,
distance vision, color vision, and ability to adjust focus.
WORK
ENVIRONMENT The work environment characteristics
described here are representative of those an employee encounters while
performing the essential functions of this job. Reasonable accommodations may
be made to enable individuals with disabilities to perform the essential
functions.
The
noise level in the work environment is usually moderate.