Secretary - Superintendent Office Support

ROLE AND PURPOSE :

Support the efficient operation of the Superintendent's office and provide clerical services to the Superintendent and the Board of Trustees.

Handle confidential information and engage in frequent contact with all levels of district employees, board members, outside agencies, and the general public.

Provide for distribution of policy and meeting materials, communications assistance, and safekeeping of legal documents.

Support the superintendent in working with the Board of Trustees by serving as a primary staff contact for Board duties, keeping the Board informed, and organizing schedules, materials, and meeting implementation.

QUALIFICATIONS :

Education / Certification :

• High School Diploma or equivalent required. Bachelor's degree preferred.
• Thirty (30) semester hours of college credit or successful demonstration of administrative support core competencies / tasks.

Experience :

• Five (5) or more years of advanced level secretarial experience in a fast-paced environment.
• Office management experience.
• Proficient in a substantial breadth of general office skills
• Knowledge of school district organization, operations, and administrative policies preferred.

SPECIAL KNOWLEDGE / SKILLS :

• Positive interpersonal skills and demeanor
• Ability to read, write and comprehend instructions, short correspondence, and memos.
• Ability to effectively facilitate planning, organizing, and scheduling.
• Ability to use software to develop spreadsheets, perform data analysis, and perform word processing.
• Ability to multi-task numerous complex administrative activities.
• Excellent public relations, organization, oral and written communication, and interpersonal skills.
• Conflict resolution and de-escalation skills.

MAJOR RESPONSIBILITIES AND DUTIES :

I. ADMINISTRATIVE SUPPORT :

• Maintain data requests from Board Members.
• Act as recording secretary for the Board of Trustees, scheduling all meetings, preparing agendas, handling correspondence, attending meetings, processing approved agenda item documents, and recording minutes of all Board meetings.
• Make necessary arrangements for meetings including date, location, and time; contacts those who need to attend; ensures that all materials are prepared on matters to be discussed;

orders meals and / or refreshments when necessary.

• Schedule appointments and maintain the Board of Trustees calendar. Assist the Superintendent with appointments and maintaining of the calendar.
• Maintain Board calendar invitation list. Coordinate event details, such as RSVPs, reservations, parking, payment, etc.
• Maintain database for constituent concerns.
• Assist with the budgeting of the of the Superintendent and Board budget accounts.
• Coordinate and manage all travel arrangements and registrations for the Superintendent and Board of Trustees to attend various events and conferences.
• Compiles the Board agenda items; assumes responsibility for securing the printing and distribution of the monthly Board agenda in a timely manner, as needed.
• Maintain Continuing Education Credits for Superintendent and Board of Trustees.
• Prepare regular and special reports and manage all correspondence as necessary for the Superintendent and Board of Trustees.
• Support and be knowledgeable of district strategic plan, policies and procedures.
• Ensure all facilities and materials have been accommodated for all meetings of the Board of Trustees.
• Be knowledgeable of Texas election law and coordinate Board of Trustee elections.
• Comply with policies established by federal and state laws and regulations, and local board policy.
• Serve as a backup to all functions of the Executive Assistant to the Superintendent
• Answers incoming calls, takes reliable messages
• Orders materials from outside vendors and receives, stores, and issues supplies and equipment.
• Perform other duties as assigned.

II. SCHOOL / COMMUNITY RELATIONS

Respond to routine inquiries from the public, Board members, and staff and refer appropriate inquiries or problems to Superintendent or other administrators.

III. OTHER DUTIES :

• Maintain confidentiality in all matters.
• Fulfill other tasks and assume additional responsibilities as may be assigned by the Superintendent.

IV. SUPERVISORY RESPONSIBILITES

None

V. EQUIPMENT & SOFTWARE SKILLS :

• Personal computer, printer, fax machine, copier, scanner, and calculator.
• Microsoft Office applications (Word, Outlook, Excel, PowerPoint, One Drive, etc.).
• Google Suite applications (Docs, G-Mail, Sheets, Slides, Drive, etc.).

VI. WORKING CONDITIONS : MENTAL DEMANDS / PHYSICAL DEMANDS / ENVIRONMENTAL FACTORS :

• Tools / Equipment Used : Standard office equipment including computer and peripherals; standard instructional equipment.
• Posture : Prolonged sitting; occasional bending / stooping, pushing / pulling, and twisting.
• Motion : Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching.
• Lifting : Occasional light lifting and carrying (less than 15 pounds).
• Environment : May work prolonged or irregular hours; occasional districtwide travel.
• Mental Demands : Work with frequent interruptions; maintain emotional control under stress.
30+ days ago