Executive Administrative Assistant to the Superintendent

$39,104 - $39,104/Yr

Unclassified - Aberdeen, SD

Full-time - Entry Level

Aberdeen, SD

About the position

The Executive Administrative Assistant to the Superintendent provides essential administrative and secretarial support to the Superintendent and other assigned administrative personnel. This role is crucial for coordinating various activities, ensuring compliance with financial, legal, and administrative requirements, and acting as a liaison between administrators and other parties. The position requires a high level of organization and communication skills, as the assistant will be responsible for managing schedules, compiling data, and preparing documents that are vital for the smooth operation of the district's administrative functions. In this role, the Executive Administrative Assistant will assist in coordinating a variety of district and program-specific activities, ensuring that all necessary facilities and equipment are available and that services are delivered in accordance with established guidelines. The assistant will attend meetings, such as School Board and District Cabinet meetings, to record and convey information, compile staff development agendas, and maintain accurate records of various documents and files. This position also involves evaluating situations that may arise involving staff, students, and the public, and taking appropriate action or directing issues to the relevant personnel for resolution. The Executive Administrative Assistant will be expected to maintain inventories of supplies, monitor assigned district activities, and prepare written materials that document activities and provide necessary information. The role requires a proactive approach to responding to inquiries from internal and external parties, supporting assigned administrative personnel, and performing other related duties as assigned to ensure the efficient functioning of the work unit. This position reports directly to the Superintendent and plays a vital role in the overall administration of the district.

Responsibilities

• Provide administrative and secretarial support to the Superintendent and other assigned administrative personnel.
• Coordinate activities of assigned administrative personnel to ensure compliance with financial, legal, and administrative requirements.
• Act as a liaison between administrators and other parties, providing information and recommendations as needed.
• Assist in the coordination of district and program-specific activities, ensuring availability of facilities and equipment.
• Attend meetings to record, convey, and gather information required for administrative functions.
• Compile data from various sources to comply with financial, legal, and administrative requirements.
• Prepare staff development agendas and communicate schedules to district employees.
• Compose documents in various formats, including meeting agendas, minutes, and district calendars.
• Evaluate situations involving staff, students, and the public to take appropriate action or direct to the right personnel.
• Maintain inventories of supplies and ensure availability of necessary materials.
• Maintain documents, files, and records for compliance and reference purposes.
• Monitor assigned district activities and ensure compliance with established requirements.
• Prepare written materials to document activities and convey information.
• Process documents and materials for disseminating information to appropriate schools.
• Research various topics to provide information and make recommendations in administrative areas.
• Respond to inquiries from internal and external parties to facilitate communication and provide information.
• Support assigned administrative personnel with administrative functions.
• Perform other related duties as assigned to ensure efficient functioning of the work unit.

Requirements

• Clerical office experience is required.
• Minimum high-school degree is required; an Associate Degree or Bachelor's Degree in a related field is desired.
• Ability to operate standard office equipment and pertinent software applications.
• Knowledge of basic math, grammar, and office methods and procedures.
• Ability to schedule activities and meetings, gather and classify data, and use job-related equipment.
• Flexibility to work with diverse individuals and groups, and adapt to changing work priorities.
• Strong problem-solving skills and ability to maintain confidentiality.

Nice-to-haves

• Experience in an educational environment is preferred.
• Familiarity with district policies and procedures is a plus.

Benefits

• Employee benefits included with the position.
• Salary range of $18.80 per hour, subject to increase based on experience.