Department:                      Office of the Superintendent

Accountable To:                Administrative Assistant to the Superintendent       

FLSA Status:                      Exempt

Creation/Revision Date:   February 19, 2020

Summary:   Under general direction, incumbent(s) provides administrative assistanceto the Assistant Superintendent of Administrative Services and by assisting with the preparation of the Governing Board and Interest-Based Negotiations agendas, minutes, and other related communications; provides direct interface among departments, and schools; and coordinates registrations, special requests, and communication for the Governing Board.  In addition, incumbent(s) attends Governing Board and Interest-Based Negotiations meetings.

Essential Functions:

• Oversees the preparation of the Governing Board agendas and minutes to include attending Governing Board meetings and special meetings, reserves location, arranges setup, collects and coordinating data, ensuring sound system is operational, handling public participation, transcribing and distributes agendas and minutes, maintains archives, prepares and posts notices, and ensures compliance with State Statutes and open meeting laws . Compiles and organizes materials for Governing Board members’ use at meetings. 

• Coordinates communication with the Governing Board regarding school visits, advisories, and upcoming events. Coordinates Governing Board conference registration, travel and professional memberships. Maintains a full contact list of Board Members including appointment dates, term of appointments and Board Member bios.

• Ensures the Governing Board Policy Manual is current and available to the public.Tracks all Policy Advisories by communicating directly with the responsible party to ensure necessary changes are recommended. Maintains spreadsheet to track rationale of all actions recommended. Creates schedule and facilitates regular policy reviews. 

• Coordinates the scheduling for the Assistant Superintendent for Administrative Services to include soliciting, sorting and compiling data from the schools and departments, assists with preparing for administrators’ meetings, resolving routine issues, collects crisis information as needed, forwarding pertinent information to the appropriate people, and notarizes documents if necessary.

• Addresses parent, community and staff questions or concerns via phone calls, emails and in person, resolving routine issues or referring to the appropriate person for resolution.

• Schedules and organizes all interest-based negotiations (IBN) meetings to include setting meeting dates with the facilitator, sends meeting invites to participants, orders lunch and collects money, and gathers data from the meetings for dissemination to the IBN team members. Prepares procedures,manuals, reports, presentation materials, sensitive letters. and correspondences such as thank you notes, RSVPs, etc. Maintains the District-wide Leadership calendar.

• Oversees the management of the Governing Board budget to include recommending budget allocations, monitoring budget, and regularly providing travel expense usage reports to the Governing Board.

• Purchases supplies, materials, and equipment for the Superintendent’s Office and Governing Board, to include monitoring inventory, researching costs, inputting purchase requisitions, tracking orders, verifying invoices, performing budget transfers, and approving payment of purchase orders.   Researches and collects supporting documentation to correct identified discrepancies. 
• Performs other duties as requested.

Required Qualifications:

To be eligible for this position, an applicant must meet the following required qualifications.  Verification of these required qualifications is necessary.

• High School diploma or equivalent (G.E.D.) prior to being hired;
• Three years of administrative assistant experience.

Preferred Qualifications:

It is preferred that applicant possesses the following preferred qualifications; however, the following qualifications are not required to be eligible for this position.

• Bachelor’s degree in English, Journalism, Communications, or related field;
• Proficiency in English and Spanish Languages.

Knowledge and Skills Required:

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily.  The qualifications for this job description are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Skills required, but not limited to, for this position include:

• Knowing policies, procedures, rules and regulations established for the District;
• Understanding District Governing Board composition and operations as well as the constitution and bylaws;
• Applying Governing Board meeting procedures and protocol;
• Demonstrating confidentiality regarding sensitive issues;
• Establishing rapport with Board Members, administrative officials and other executives;
• Using various types of office equipment;
• Using computer software related programs;
• Gathering and compiling data;
• Demonstrating presentation techniques;
• Working with the general public, administrators, directors and other elected officials;
• Composing, writing and editing reports and other executive correspondence;
• Handling and maintaining confidentiality of sensitive materials;
• Engaging and encouraging communication skills while interacting with supervisors, staff, students, etc. to exchange information.

Physical Requirements: 

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.  The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl.  The employee must regularly lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Working Conditions: 

The working environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions, moving mechanical parts, fumes or airborne particles, toxic or caustic chemicals, and risk of electrical shock.  The noise level in the work environment is usually moderate.