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HomeMy WebLinkAboutExecutive Assistant - Superintendent and Board 2018July 2018 TITLE: Executive Administrative Assistant - Superintendent and Board of Trustees QUALIFICATIONS: Associates degree in Business and five to seven years of applicable experience or a high school diploma and ten to twelve years of experience. Ability to work with staff, students, and the public. Strong written and verbal communications skills. Excellent computer skills, i.e., Word, Outlook, Excel, PowerPoint. Must demonstrate proficiency in use of mail merge, formatting, presentation development, use of formulas, charting and pivot tables, etc. Must be a team player; flexible and occasionally work beyond the scheduled hours. Strong organization skills, attention to detail and deadlines; must be able to manage multiple tasks and heavy workload. Must be able to work well under pressure with changing priorities and deadlines. Ability to interact with senior managers in a calm, thoughtful and professional manner. Must be able to attend frequently scheduled evening meetings. Must be self-motivated and capable of working with minimal direct supervision. Ability to handle and maintain confidential documents as requested. Training and experience in clerical procedures and skills. Such alternatives to the above qualifications as the Board may find appropriate and acceptable. REPORTS TO: Superintendent of Schools. JOB GOALS: To support the delivery of School District 91’s written, taught, tested and reported curriculum and contribute to maximizing student achievement. To assist the Superintendent so that the Superintendent may devote maximum attention to the central concerns of education and educational administration. ESSENTIAL DUTIES AND RESPONSIBILITIES: Maintains high standards of ethical behavior and confidentiality in regards to students, parents, staff, and patrons. Maintains working knowledge of Superintendent’s key issues, commitments, priorities and preferences. Maintains appropriate contact with patrons, district executives, and their respective staffs for the purpose of exchanging information and arranging meetings. Maintains Superintendent’s calendar and coordinates scheduling of appointments for both internal and external meetings and trips as well as department meetings. Anticipates and schedules appointments. Manages upcoming projects of the Superintendent in Microsoft Project Software. Coordinates administrative activities of the Superintendent and the Board of Trustees and uses office automation tools. May direct the activities of others. Maintains a document control system in Laserfiche for documents that are pertinent to the Superintendent’s Office and the Board of Trustees. Provides a variety of specialized administrative support within department through research, complex analysis and coordination. Handles calls from patrons and parents; directs inquires/concerns to the appropriate administrators or departments when needed. Serves as the Deputy Clerk of the Board of Trustees. Prepares documents for each Board meeting and distributes to appropriate administrators and members of the Board. Distributes copies of meeting agendas to District administrators, the news media, and posts agenda’s on the district website. Maintains accurate and concise minutes of all regular and special sessions of the Board of Trustees. Posts the meeting minutes on the District webpage for public viewing. Prepares the meeting location, including the set up for presentations, for all meetings of the Board of Trustees. Travels to and prepares offsite meeting locations as requested. Maintains the calendar and schedule for the Board of Trustees. Arranges travel, meetings and retreats. Serves as the records custodian for the District. Updates, distributes, and posts on the website all additions, changes or revisions to the Board Policy Manual. Updates and posts on the website all additions and revisions to the Negotiated Master Contract following ratification by the Board of Trustees. Processes all routine correspondence for the Superintendent’s signature. Attends evening and extended day meetings as requested. Maintains desk procedures and files related to the position. Performs other duties and tasks as assigned. Orders materials and supplies as needed Has regular and predictable attendance. OTHER DUTIES AND RESPONSIBILITIES: Performs all other duties as assigned. TERMS OF EMPLOYMENT: This is a full-time position scheduled for 8 hours per day, 244 days per year. Benefits will be in accordance with approved Board policy. Wages will be in accordance with the Classified Salary Schedule as a Grade 12 to 14, commensurate with candidate's level of experience and job knowledge. This is an “at will” position in that the employer or employee may terminate employment at any time, or for any reason consistent with applicable state or federal law. The “employment at will” policy cannot be changed verbally or in writing, unless the change is specifically authorized in writing and expressly approved by the Board of Trustees of District 91. EVALUATION: Performance of this position will be evaluated annually by the Superintendent in accordance with provisions of the Board’s policy on the evaluation of classified personnel. This position has been given an overall physical classification of light duty. 1 – 33% 34 – 66% 67-100% Light 20 pounds 10 pounds < 1 pound Medium 40 pounds 20 pounds 10 pounds Heavy >50 pounds** 40 pounds 20 pounds **Lifts over 50 pounds with proper body mechanics and 2 or more workers. The following chart indicates the activities required for this position and their frequency. None Occasional Frequent Constant 0% 1-33% 34-66% 67-100% Sitting [ ] [ ] [X] [ ] Standing [ ] [ ] [X] [ ] Bending at waist [ ] [X] [ ] [ ] Forward Reaching [ ] [X] [ ] [ ] Overhead Reaching [ ] [X] [ ] [ ] Climbing Ladders [X] [ ] [ ] [ ] Squatting [ ] [X] [ ] [ ] Walking [ ] [ ] [X] [ ] Repetitive arm/ Shoulder movement [ ] [ ] [ ] [X] Carrying [ ] [X] [ ] [ ] Pushing [ ] [X] [ ] [ ] Pulling [ ] [X] [] [ ] Driving [ ] [X] [ ] [ ] This position is performed indoors. The majority of the time is spent sitting at a desk, analyzing and organizing data, working on the computer, completing paperwork, and answering the telephone. Work beyond the normally scheduled hours is required. Movement within the office is required to deliver documents and messages and gather information as needed. Travel to the District schools and offsite meeting locations is required.