Executive Secretary

HUNTINGTON COUNTY COMMUNITY SCHOOL CORPORATION

JOB DESCRIPTION

Position Title: Executive Secretary

Terms of Employment: 12 Month Position

Evaluated By: Superintendent

Job Summary

Provides administrative support to the Superintendent of the school corporation as well as

support to the Board of School Trustees.

Employment Requirements

• High school diploma required; prefer 2-years college degree
• Technology skill required: Microsoft Office (Word, Excel, PowerPoint, Access,

Visio, Outlook, etc.), Internet, New World Systems, BoardDocs, Student Management

System, SchoolMessenger

• Five years’ successful administrative assistant experience and/or training in a related

field or equivalent combination of experience and education

Classified Employee Confidentiality Statement

As an employee of Huntington County Community School Corporation, some job duties may

involve access to information/records that are considered confidential. Employees of the

school corporation respect the confidentiality of the student and follow procedures to protect

privacy.

Essential Job Duties

• Schedules Administrative Office Conference Room, Board Room, and LC Training Room
• Responsible for administrative office staff building codes
• Schedules Front Desk Coverage
• Assigns and processes student expulsions & hearings
• Schedules travel arrangements for the Superintendent, School Board Trustees and School Board Attorney
• Maintains corporation calendar and website calendar. Updates and distributes HCCSC printed calendar and web calendar
• Assists with State reports and Superintendent Sign Offs
• MLP Sign off – those that require school board approval
• Inter-district student transfer appeals
• Prepares Board Meeting packets and minutes
• Provides School Board weekly updates
• Updates policies after Board approval; updates Administrative Guidelines and Forms
• Coordinates Administrators’ retreat, meetings and agendas
• Coordinates Discussions Committee Meeting agendas and minutes
• Coordinates opening day breakfast/meeting
• Coordinates end of the year breakfast/awards
• Orders retirement, 25 years of service, and Teacher of the Year awards
• Oversees subpoenas, summons, and bankruptcies.
• Prepares and prints HCCSC/HCTA Contract
• Enrollments
• Delays/cancellations/Emergency Notices
• Sends Emergency Communication Calls, Emails, Texts, Remind and posts to Website and Social Media
• Assists with visitor accident reports and follow-up
• Receives and processes all student accident reports
• Oversees Limited Criminal History Check account
• Oversees postage machine and bulk mailings
• oordinates out of district transfers
• Oversees and coordinates fire drills
• Oversees Monthly County Radio Checks
• Coordinates and oversees The Blast distribution
• Oversees Preparation, Printing and Web Posting of Annual HCCSC Directory
• Oversees and Processes Bond Documentation
• Oversees Log In Access for BoardDocs
• Oversees Project Public Notices
• Oversees Bargaining Gateway upload requirements
• Processes and Maintains Uniform Conflict of Interest Disclosures for School Board Members and Administrators
• Maintains Farm Ground Contracts
• Maintains Notary Certification
• Maintains CPR Certification & serves on office emergency team
• Oversees School Board Appointments (HCUED, Library Boards, etc.)
• Oversees United Way for Central Office
• Coordinates Q & A’s w/Superintendent, attends and prepares minutes
• Coordinates Form Translations
• Coordinates Pastors for Invocation before school board meetings
• Oversees Core Values Awards
• Oversees Mileage Reimbursement Rate and Form posting
• Coordinates Meetings & Trainings for Corporation Secretaries
• Coordinates Online Apparel Stores
• Responsible for media releases
• Meets all aspects of the Classified Employee Handbook

Essential Cognitive Factors

• Plan, organize, and schedule priorities.
• Use independent judgment and initiative in making sound decisions and in

developing solutions to problems.

• Discreetly handle confidential and politically sensitive matters.
• Make independent decisions in accordance with established policies and procedures.
• Tactfully and courteously respond to requests and inquiries/complaints from the general

public and staff.

• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with students, staff and the

community.

Physical Factors

(Occasionally = 0-2.5 hrs./day; Frequently = 2.5-5.5 hrs./day; Constantly = 5.5+ hrs./day)

• Sitting/standing - constantly
• Stooping/kneeling/crouching - occasionally
• Hearing and speaking clearly - constantly
• Lifting (up to 40 lbs.) - occasionally

The Huntington County Community School Corporation assures Equal Employment

Opportunities for job candidates and employees. Reasonable accommodations may be made to

enable individuals with disabilities to perform the essential tasks. This job description is

intended to accurately reflect the position activities and requirements. However, management

and administration reserve the right to modify, add, or remove duties and assign other duties as

necessary. It is not intended to be and should not be construed as an all-inclusive list of all the

responsibilities, skills, or working conditions associated with the position.