Administrative Assistant - Executive Office

About the position

The Administrative Assistant will work under minimum supervision to ensure the efficient operation of the superintendent's office and provide clerical services to the superintendent and board of trustees. This role involves handling confidential information and engaging in frequent contact with all levels of district employees, outside agencies, and the general public. The Administrative Assistant is also responsible for the on-site leadership of clerical employees assigned.

Responsibilities

• Organize, prepare, and post official board agenda and records for board meetings and distribute to board members and others as required.
• Record minutes of executive staff and board meetings as required.
• Prepare all correspondence, memoranda, and reports for assistant superintendent and superintendent offices.
• Input all work tickets and organize with other departments as needed for meetings, activities and events.
• Comply with policies established by federal and state laws and regulations, and local board policy.
• Maintain a record of board member annual training as required by law.
• Post pertinent information on webpages for the district as required.
• Compile, maintain, and file all reports, records, and other documents as required.
• Proof and/or edit information for distribution.
• Answer incoming calls and greet visitors.
• Respond to routine inquiries from the public, board members, and staff and refer appropriate inquiries or problems to superintendent, assistant superintendent or other administrators.
• Schedule appointments and maintain assistant superintendent and superintendent calendars.
• Assist with travel arrangements for board members and administrators as needed, including registrations, making hotel reservations and turning in conference registration forms.
• Plan and implement all central administration, district-level, and board events and activities as required.
• Procure all supplies for offices and reception area; maintain reception area.
• Act as district's official elections officer.
• Execute board of trustees and bond elections in accordance with federal, state, and local law.
• Collaborate with external agencies, including district's attorney, as needed during elections.
• Participate in professional development to stay current on law that impacts functions of the position.
• Maintain confidentiality.
• Follow district safety protocols and emergency procedures.

Requirements

• High school diploma or GED.
• Knowledge of school district organization, operations, and administrative policies.
• Ability to read and comprehend instructions, short correspondence, and memos.
• Ability to make independent decisions regarding planning, organizing, and scheduling.
• Excellent public relations, organization, communication, and interpersonal skills.
• Ability to use software to develop spreadsheets, perform data analysis, and do word processing.
• Ability to multi-task numerous complex administrative activities.
• 3 years or more advanced secretarial experience with extensive contact with people.