There is an anticipated opening for an Administrative Assistant to the Superintendent beginning January 21, 2025.
Starting salary is $60,000-$65,000 based on experience.
The deadline to apply is 11/4/2024.
Job Description:
Performs highly responsible secretarial and confidential administrative work as principal staff assistant to the Superintendent of Schools with a view toward conserving the time of the Superintendent of Schools, and interacting with top level officials, as well as the Board of Education.
The work requires a broad knowledge of the organization and regulations affecting the school system and the ability to interact effectively with top level officials (legislative, community, city as well as school), on frequently sensitive, confidential and controversial matters. Considerable judgment and tact are required in handling the many diverse problems that occur.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
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Plans clerical work of the Superintendent's office and distributes to other secretaries as required for completion; monitors and modifies office procedures and organizes office projects and processes, managing day-to-day office operations; may take dictation; keeps Superintendent informed of deadlines and pending items and assembles background material for Superintendent; follows up on work in progress to ensure timely reply or action.
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Screens telephone callers and drop-in visitors, tactfully referring those which can be handled by other offices; personally handles many inquiries, including substantive questions requiring research or technical knowledge.
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Maintains the Superintendent’s calendar, and schedules certain appointments and conferences without prior clearance; makes necessary arrangements for meetings or conferences, including space, time, and participants; prepares for the superintendent's signature, replies to general requests and routine letters on varied matters.
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Reviews all outgoing correspondence requiring the Superintendent’s signature for format, spelling, punctuation, and grammar before submitting for signature. signs supervisor's name to correspondence of a routine nature.
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Reviews incoming mail for action or for-eyes-of Superintendent; retrieves appropriate background information to be attached to the correspondence or other materials.
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Collects data for and prepares informal and formal dockets and packets for School Board meetings.
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Handles arrangements for the Superintendent's travel.
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Completes secretarial follow-up tasks regarding School Board decisions and requests and administration action items.
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Organizes and maintains filing system(s), according to standard filing procedures, and at times according to local, state or federal guidelines; maintains a log of staff assignments.
Required Knowledge, Skills, and Abilities:
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Comprehensive knowledge of major educational business office administrative support secretarial functions, modern office terminology, procedures, and equipment.
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Comprehensive knowledge of the organization and functions of the school system, including established procedures and practices of the Office of the Superintendent, and the names and responsibilities of administrative staff.
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Ability to manage clerical and administrative support activities of a large school, and to coordinate and manage activities and staff.
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Ability to work well under pressure with constant deadlines and frequent interruptions.
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Maintain confidentiality with all materials and information. This position requires working closely with the Superintendent, Directors and community members. Discretion, initiative, and communication competence as well as confidentiality with all materials is expected at all times.
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Observe and evaluate situations to develop ideal solutions. Prioritize workload, working with tight deadlines while maintaining an excellent eye for detail
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Ability to solve problems independently and pull in additional support and expertise where required.
Education, Training, and Experience Requirement:
Graduation from high school, including courses in typing, word processing and office practices, supplemented by college level secretarial, administrative assistant and office management courses (Associate Degree preferred), and extensive progressively more responsible secretarial experience, some of which shall have been at the level of Administrative Secretary; or any equivalent combination of education and experience that would provide the above noted knowledge, skill, and ability.