Administrative Policies, Administrative Skills, Board Meeting, Calendar Management, Communication Skills, Conference Management, English Language, Executive Assistant Skills , File Maintenance, High School Diploma, Hotel Reservation, Interpersonal Skills, Journalism, Microsoft Excel, Microsoft PowerPoint, Multilingual, Office Equipment, Operations Management, Order Picking/Packing, PC (Personal Computer) Systems, Peripheral Hardware, Prepare Correspondence, Public/Media/Press/Analyst Relations, Regulations, Reporting Skills, Spanish Language, Telephone Skills, Travel Planning, Word Processing
Administrative Assistant to Superintendent
Wage/Hour Status: Nonexempt
Reports to: Superintendent
Dept./School: Executive Office
Date Revised: 10/24/2016
Primary Purpose
Ensure the efficient operation of the superintendent's office and provide clerical services to the superintendent and board of trustees. Work under general supervision. Handle confidential information and frequent contact with all levels of district employees, outside agencies, and the general public.
Qualifications
Education/Certification:
High school diploma or GED
Special Knowledge/Skills:
Proficient keyboarding, word processing, Excel, PowerPoint, and file maintenance skills
Knowledge of school district organization, operations, and administrative policies
Excellent organization, communication, and interpersonal skills
Experience:
Three years or more advanced secretarial experience preferred
Preferred Qualifications:
Bachelor's degree in English, journalism, communications, or related field
Excellent public relations, organization, communication, and interpersonal skills
Ability to communicate effectively in both written and oral forms with all levels of management, board members, and community members
Bilingual proficiency in English and Spanish
Previous experience as Executive Level Administrative Assistant
Major Responsibilities and Duties
Records, Reports, and Correspondence
- Prepare and post official board agenda and records.
- Record minutes of executive staff and board meetings as required.
- Collect, organize, copy, and bind all materials for board meetings; distribute to board members.
- Prepare all correspondence, memoranda, and reports for superintendent using personal computer.
- Compile information and prepare reports as needed.
- Distribute board materials to administrators, principals, and media.
- Maintain Texas Education Directory (TED) information for Lake Worth ISD
Reception and Phones
- Schedule appointments and maintain superintendent's calendar.
- Greet visitors and respond to routine inquiries from staff and public; refer appropriate inquiries or problems to superintendent.
- Answer incoming calls and handle questions from public, outside agencies, board of trustees, and staff.
Other
- Organize and manage routine work activities of the executive office.
- Maintain physical and computerized files, including board minutes and closed session records.
- Assist with travel arrangements for board members and administrators as needed, including making hotel reservations and turning in conference registration forms.
- Maintain confidentiality of information.
- Coordinate school board elections
- Update & maintain policy changes, Regulations Resource Manual and Texas Education Directory
- Maintain board training hours through TASB
- Maintain the district's master calendar
- Order, pick-up and set up board member meals for scheduled board meetings
Supervisory Responsibilities
None
Equipment Used
Personal computer, printer, copier, and fax machine.
Mental Demands/Physical Demands/Environmental Factors
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours; occasional districtwide travel
Mental Demands: Work with frequent interruptions; maintain emotional control under stress
This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.
Employee Signature: Date:
All other duties as assigned