Administrative Assistant

Office of the Superintendent

JOB DESCRIPTION

Salary: Pay grade EC-10 ($3,386.64 - $4,690.51)

Reports to: Superintendent

FLSA Status: Non-Exempt

Supervises: N/A

Work Week Schedule: Monday – Friday; some nights and/or weekends

Work Hours: 40

Months per year: 12 

PURPOSE:

Provides services that ensure engagement of community and Board of Education with employees, students, parents and community. Coordination and communication of school district initiatives, activities and information as directed by the Board of Education and office of the Superintendent. Serves as the initial community point of contact for district and school level inquiries and facilitates the process for addressing concerns and providing information based on need. Supports School Board Members and Superintendent with administrative and technical support and effectively plans, coordinates, and organizes the Office of the Superintendent to achieve district priorities. 

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of and ability to interpret and communicate School Board policy, state statutes and district protocols; ability to research and analyze data; ability to use effective problem solving skills; ability to work as part of a team with staff and/or other departments and public; ability to plan and implement procedures for effectiveness and efficiency; ability to share ideas with others in a clear and informative manner; ability to use effective public relations skills; ability to think/function logically in a multi-tasking environment; ability to work independently; effective use of written,oral and social media communication skills; computer proficiency. Manifests a professional code of ethics and values.

EDUCATION, TRAINING AND EXPERIENCE

1. High School diploma or equivalent required
2. Associate’s degree or higher from an accredited institution preferred.
3. 3 years administrative assistant experience required; 5 years preferred
4. Prior work experience in an educational setting preferred

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Manages all functions of the School Board of Education:

• Maintain knowledge of School Board policies and procedures and when requested, responds to public and district staff on behalf of the Superintendent.
• Manage Board of Education Meetings:
• Utilizing board management software, plan and communicate district strategic plan, school board meetings, retreats, work sessions, committee, and community meetings.
• Manage the annual development of dates for School Board meetings.
• Meeting room set up and other preparations as required and requested by school board members and/or superintendent.
• Ensure minutes and communications are posted and provided as required by General Statute.
• Attend all School Board, cabinet, and executive cabinet meetings to monitor problems, projects, plans and follow through on all requests made by the School Board and Superintendent.
• Complete reports and other documents required through General Statute and policies.
• Create and provide in conjunction with others and local media outlets, marketing materials and communications for the public that addresses district vision, mission and student progress.
• Manage all administrative functions for School Board Members:, i.e. travel, internal and external communication, development of correspondence, calendars, etc.

1. Assist with planning and implementing leadership meetings, retreats, professional development sessions and special projects as needed.
2. Employee publicizing community and school functions, activities and assists with district publications as appropriate via paper and electronic means. Attends events when requested.
3. Perform assigned administrative duties including but not limited to: creating documents and reports; process financial documents such as purchase requisitions and POs; researching information for district and school decision making; analyze, review, and format data; maintain filing systems both electronic and paper.

1. Assists with the resolution of emergency situations.  
2. Responds to internal and external customers in a timely, accurate, courteous, and empathetic manner representing ECPS in a professional and positive light.

1. Models the routine, intentional and effective use of technology in daily work, including communications, organization, and management tasks.

1. Serve as confidential administrator to the Board of Education and Superintendent.

1. Attends local and state training to ensure skill level and knowledge required to perform the position.

1. Maintains portions of district websites and social media sites that pertain to duties.

1. Assist with functions of the Central Service Office as needed.

1. Perform other duties and responsibilities as assigned by the supervisor.

WORKING CONDITIONS

Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time. Tasks may involve extended periods of time at a keyboard or workstation.

Indoors and Outdoors: The employee is subject to both environmental conditions. Activities normally occur inside; outside environment conditions are limited but may be required due to the nature of the activity.

Requires: Sitting, Standing, Walking, Bending, Reaching, Lifting, Finger Dexterity, Grasping, Talking, Hearing Acuity, Visual Acuity