*Work Calendar: *242

FTE: 1.0 (40 Hours per Week)

*Contract Status: *Contract

FLSA Status: Non- Exempt

*Reports To: *Superintendent

*Salary Range *$50,308 -- $63,041 annually

Salary Schedule/Lane: 48/A

*Benefits: *Eligible

Anticipated Start Date: 10/01/2024

Priority Screen Date: 09/16/2024

Positions Available: 1

Position Open Until Filled

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JOB SUMMARY

*The Administrative Assistant to the Superintendent provides the highest level of administrative support and serves as the liaison to the Board of Education and senior district leaders. The ideal candidate will have the ability to exercise good judgement in a diversity of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. To be successful in this pivotal role, the incumbent must be a skilled project manager with keen attention to detail and decision-making ability and have excellent interpersonal skills.  *

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Department Overview

The role of the superintendent is to shape the educational landscape of the school district. The superintendent drives the decision-making, policy implementation, and oversees day-to-day operations, budget management, resource allocation, and personnel decisions, as well as being responsible for implementing the vision and direction set by the Board of Education.

MINIMUM REQUIRED QUALIFICATIONS

All positions require selected candidates to be fingerprinted and successfully pass a criminal background check.  Additional minimum required qualifications for this position are:

1. High school diploma or equivalent
2. Minimum of three (3) years of experience as a Secretary, Administrative Assistant or Executive Assistant
3. Advanced computer skills in Microsoft Office Word, Outlook, and PowerPoint, and intermediate skills in Excel; applicants selected to interview will be tested
4. Experience with calendaring programs to schedule meetings with multiple people and set reminders for self and others about upcoming events
5. Experience with budgets, financial records, and payments while maintaining accurate records
6. Experience with meeting logistics, event planning, coordinating travel reservations
7. Strong communication skills; speak, read, and write professionally, using a formal tone and formatting that is appropriate for work emails, letters, memos, and business documents
8. Ability to attend and support regularly scheduled biweekly evening board meetings
9. Ability to roll, push, pull bend, reach, stoop, and lift up to 30 pounds
10. Ability to operate standard office equipment, phone, copy machine, scanner, etc.
11. Speak, read, write, and present professionally, analyze, and interpret English written and verbal communications

PREFERRED QUALIFICATIONS

These are examples of skills and experience that the best-qualified candidates may have.  Not having one or all of them does not disqualify any candidate from consideration.

1. Bachelor's degree or Certified Administrative Professional (CAP) credential or equivalent
2. Five (5) years of experience as a Secretary, Administrative Assistant or Executive Assistant
3. Experience using BoardBook, Business Plus, and PowerSchool
4. Experience working in cloud-based applications, including securely sharing files in OneDrive, collaborating on web-based documents, and experience with Microsoft Teams
5. Intermediate skills with standard bookkeeping and accounting practices
6. Experience supporting board meetings and taking accurate minutes
7. Experience maintaining and updating a website and other public-facing communications
8. Experience in a K-12 education or public employment environment
9. Fluency in another language other than English

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

1. Coordinate the superintendent's schedule and calendar (e.g. appointments, meetings, interviews, etc.), screen calls, prioritize requests, and resolve any scheduling issues to ensure the superintendent's time is allocated effectively
2. Organize complex calendars and schedules (superintendent, board members, board meeting master schedule, district master calendar, cabinet schedule, etc.), communicating with stakeholders and resolving any scheduling issues
3. Manage sensitive matters with a high degree of confidentiality and discretion, especially regarding discussions and decisions impacting the superintendent and the board
4. Oversee the administrative needs of the superintendent (e.g. reconcile, and maintain budget and records, open, read, and respond to correspondence, develop requisitions, monitor purchase orders, etc.)
5. Coordinate a variety of projects, functions, and program components (e.g. meetings, in-service events, visits, schedule interpreters, etc.) in support of the superintendent and board responsibilities, while meeting deadlines and budget responsibilities
6. Coordinate travel arrangements and reservations for flights, ground transportation, lodging, and meals for the superintendent and board members on official business, and reconcile expenses according to administrative policy and procedures
7. Attend Board of Education meetings, transcribe meeting minutes, summarize information, post agenda, minutes, and documents to the SLCSD website, public meetings website, and other communications
8. Provide logistics for board meetings, draft agendas, materials distribution using BoardBooks, prepare meeting room, order catering, and set up and clear meal service stations for members and senior staff
9. Provide administrative support to board members, schedule meetings and appointments as needed
10. Exercise strong project management skills: work under limited supervision, use time-management and prioritization strategies, adapt to changing work priorities, and work with frequent interruptions to meet deadlines
11. Prepares a variety of written reports, memos, documents, spreadsheets, and correspondence of a highly confidential and non-confidential nature (e.g. agenda, meeting minutes, PowerPoint presentations, letters, Board of Education schedule, etc.) in support of the superintendent, board, and district objectives
12. Research a variety of topics (e.g. current practices, policies, education codes, State qualifications for employment, health inspections, etc.) to provide information and recommendations to support the superintendent and board and to address administrative requirements
13. Communicate effectively with diverse individuals and groups of people while maintaining confidentiality and building positive working relationships with employees and stakeholders
14. Respond to variou s inquiries from internal and external stakeholders (e.g., administrators, teachers, parents, departments, etc.), evaluate the situation to take appropriate action, direct people to the appropriate personnel for resolution, and provide information to facilitate communication among the parties
15. Develop and maintain strong working relationships; support a team environment by collaborating with the department and other work units to perform the duties of the position effectively
16. Show initiative and resourcefulness (anticipate needs, leverage available resources and relationships, etc.) to gather and analyze information, identify, and resolve complex issues, and develop alternative approaches and ideas to improve the situation and provide strategic solutions
17. Oversee the maintenance and cleaning of the board room and shared conference rooms, order office supplies, and maintain inventory of equipment and supplies to ensure availability for use