Administrative Assistant to Superintendent

TITLE: ADMINISTRATIVE ASSISTANT TO SUPERINTENDENT

PRIMARY FUNCTION:

Facilitate the efficient operation of the superintendent's office and provide
support services to the Superintendent and School Board. Handle 
confidential information and frequent contact with all levels of district
employees, patrons of the district, students, and visiting business people.

QUALIFICATIONS:

  • Formal education and/or experience required to fulfill responsibilities of the position.
  • Proficient skills in typing, word processing, file maintenance, and computer skills.
  • Excellent organization, communication, and interpersonal skills.
  • At least five years of successful secretarial experience preferred.

 

REPORTS TO:  Superintendent

PERFORMANCE RESPONSIBILITIES:

  1. Maintain complete confidentiality of information for the office of the superintendent and members of the School Board.
  2. Organize and manage routine work activities of the superintendent’s office and members of the School Board.
  3. Manage telephone for immediate supervisor, both incoming and outgoing, screens, refers and/or follows through with appropriate action.
  4. Maintain knowledge of Freedom of Information Act and provide oversight of its applications on behalf of the School Board and the Superintendent.
  5. Manage central office staff compliance with all reporting deadlines of the Virginia Department of Education, and ensure timely and proper submission of all reports required of the Superintendent.
  6. Assist the Superintendent in maintaining up-to-date policies and regulations as they are received from the Virginia School Boards Association and other sources.
  7. Establish and maintain a system to ensure that all policy and regulation books are kept up-to-date and publish as required by the Code of Virginia.
  8. Process documents of a highly confidential nature as required; initiates/types drafts of highly confidential documents, correspondence, memorandums, and reports.
  9. Maintain calendar of all statutory requirements for program assessment, public reporting and public notice, and to ensure School Division compliance thereof.
  10. Greet visitors courteously, receive telephone calls, incoming mail, and personally answering those inquiries which, in the employee’s judgment, do not require the Superintendent’s personal attention; interact effectively with various publics including government officials, School Board members, and school staff.
  11. Complete arrangements for Superintendent and School Board members related to training and development. Ensure School Board member compliance with statutory training and development requirements.
  12. Exhibit a positive attitude by acting as a role model for district employees, students, and the community that supports the mission of the district.
  13. Demonstrate cooperation by working effectively with others including supervisors, peers, teachers, parents, and students.
  14. Demonstrate dependability by being punctual and present at work, unless for good cause.
  15. Exhibit reliability by completing work as assigned and meeting project time lines.
  16. Exhibit poise and self-control in decision making and problem solving relating to job assignment.
  17. Demonstrate initiative by recognizing needs of the job and suggests ways to improve efficiency and productivity.
  18. Exhibit appropriate grooming and dress for the position and responsibility.
  19. Comply with policies and procedures pertaining to job assignment.
  20. Demonstrate proper maintenance, care, storage, and use of equipment and materials.
  21. Maintain proper safety and security precautions to prevent unnecessary or unreasonable risk of injury to self or others.
  22. Seek to improve job performance through self-assessment, skill development, training, and goal setting.
  23. Perform other duties as assigned by the Superintendent

 

 

EQUIPMENT USED:

Uses general office equipment as needed.

TERMS OF EMPLOYMENT: Twelve-month contract, non-exempted FLSA status. The School Board will establish the salary annually.

EVALUATION: Performance on this job will be evaluated in accordance with school board policy and administrative regulations on evaluation of classified personnel.

WORKING CONDITIONS:

Mental Demands: 

  • Reading; ability to communicate effectively (verbal and written); ability to operate multiple types of office equipment.

Physical Demands/Environmental Factors:

  • Repetitive hand motions; prolonged use of office equipment

It is also anticipated that some stress will be associated with this position primarily due to deadlines and irregular workflow. It is necessary that the individual have the capacity to remain calm, considerate, and tactful

 

Approved by School Board: February 22, 2016

Effective: July 1, 2016

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