Administrative Assistant to the Superintendent and Board of Education Clerk

Reports to: Superintendent

Terms of Employment: 12-month position; Non-Exempt

Nature of Work

The Administrative Assistant to the Superintendent and Board of Education Clerk is responsible for performing office management activities that will ensure the smooth and efficient operation of the District and the Office of the Superintendent. This position regularly exercises independent judgment and discretion in efficiently and effectively accomplishing complex tasks in support of the office. Responsibilities include providing care and custody of the records, books and documents of the Board of Education to ensure efficient and lawful operation of the school district. To accomplish these tasks, the Administrative Assistant to the Superintendent and Board Clerk must work closely with the North Carolina School Boards Association, local Board of Education and other public entities.

Qualifications and Licensure

• Bachelor's Degree or Associate Degree from an accredited university preferred but not required
• Three or more years of related experience preferred
• Ability to make decisions on behalf of the students, staff and community as necessary
• Experience in working effectively with the public
• Experience with the operation of current office technology
• Experience in independently preparing reports and correspondence
• Experience in organizing varied and involved projects

Duties and Responsibilities

• Gives and receives information requiring independent judgment or discretion regarding specific business of the District, by telephone or direct personal contact.
• Maintains confidentiality and unquestionable integrity.
• Prepares and writes routine correspondence dealing with subject matter using discretion and judgment, replying to individuals presenting or requesting information.
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and works cooperatively with staff to provide quality services to employees, students, and patrons of the District.
• Oversees the establishment and maintenance of office procedures and record keeping systems.
• Handles requests for general information, complaints and inquiries regarding district policies and procedures to ensure efficient operation of the district.
• Prepares state and district reports from raw data, which may include generating charts and graphs.
• Prioritizes multiple tasks, works effectively under stress, meets short deadlines and takes directions.
• Coordinates the Superintendent’s schedule.
• Produces accurate work, regardless of frequent interruptions.
• Creates, copies and distributes reports in a timely manner to ensure accurate information is distributed to appropriate students, staff and community.
• Assures coordination of both verbal and written information to district employees and Notary services, as required.
• Completes special projects as assigned.
• Attends all Board meetings or functions as a participant or representative of the Board, as directed.
• Understands Robert's Rules of Order Parliamentary Procedures.
• Accurately prepares Board agendas and district reports in conjunction with the Superintendent.
• Manages and maintains records and files of Board proceedings.
• Maintains an updated Board of Education Policy Manual and notifies Board and Administration of any statutory changes or updates.
• Manages and facilitates communication between the Board, district and community.
• Maintains the Board of Education calendar, professional Board memberships and procures travel orders and vouchers for Board of Education Members.
• Serves as liaison to expedite the flow of information and to interpret policies, procedures, rules and regulations within the school district and general public.
• Coordinates arrangements for Board meetings, conferences and workshops, including developing agendas in consultation with the Superintendent and Board Chair.
• Creates and manages solicitations for Request for Qualifications (RFQ) and Request for Proposals (RFP).
• Proofreads documents generated by the Board of Education.
• Performs other duties as assigned by the Superintendent.

Physical Requirements (if applicable)

• While performing the duties of this job, the employee is regularly required to sit and talk or hear.
• The employee frequently is required to walk and use fingers, tools or controls.
• The employee is occasionally required to stand and reach with hands and arms.
• Specific vision abilities required by this job include close vision, color vision and depth perception.
• Occasionally the employee will lift up to 50 lbs. such as to lift files or paper.

Special Requirements (if applicable)

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals consistent with the duties of the position.
• Ability to compose and write routine reports consistent with the duties of the position.
• Ability to effectively present information and respond to questions from administrators, staff and the general public consistent with the duties of the position.
• Ability to communicate effectively and concisely orally and in written format.
• Ability to speak clearly and concisely both in oral and written communications.
• Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists consistent with the duties of the position.
• Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form consistent with the duties of the position.
• Must have strong communication, technology and interpersonal skills.
• Must have the ability to learn and utilize new software programs as systems are upgraded.
• Must have excellent keyboarding skills and knowledge of formal business communication spelling and punctuation.
• Ability to apply knowledge of current research and theory in a specific field.
• Ability to establish and maintain effective working relationships with staff and the school community.
• Ability to perform duties in full compliance with all district requirements and Board policies.

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees of this job.