Executive Assistant and Clerk of the Board

Job Title: Executive Assistant and Clerk of the Board

Job Goal: To assist the board of education and superintendent with projects so they may devote maximum attention to the central tasks of education and educational administration.

Responsible To: Board of Education & Superintendent of Schools

Qualifications:

1. Associates Degree in Business or Office Mgmt. or Higher (preferred).
2. Experience in Secretarial or Office Mgmt. preferred.
3. Expertise in the use of computers, various office equipment, and communications equipment.
4. Experience in USD 418’s computer software applications.
5. May need to show competency in screening tests.
6. Desire to continue career improvement by enhancing skills and job performance.
7. Either be, or obtain:  KS Notary Public.

Physical Conditions:

1. Prolonged sitting and standing.
2. Repetitive motions.
3. Prolonged periods of time viewing a computer screen or printouts.
4. Stooping, bending, reaching, kneeling, and turning.
5. Occasional work in noisy, crowded, stressful environments with numerous interruptions.

Terms:

1. At-will.
2. 40 hours per week, some evenings and Saturdays, full-time position.
3. Wage and benefits determined annually by the Board of Education.

Essential Job Functions:

1. Support the district’s Vision and Framework.
2. Implement all policies that govern the operations of the district as determined by various governmental agencies, KSDE, the local Board of Education, and the US Dept. of Education.
3. Coordinate office and clerical support to assist with the efficient operation of the district office.
4. Serve as administrative assistant to the Superintendent.
5. Always ensure discretion and confidentiality.
6. Maintain the USD 418 website and oversee the USD 418 social media accounts.
7. Ensure all activities conform to district guidelines.
8. Compose correspondence as necessary.
9. Process incoming and outgoing correspondences.
10. Screen incoming calls and/or direct callers to the appropriate individual/building.
11. Direct patron calls/visits regarding problems, concerns, and/or questions to the appropriate individual.
12. Obtain, gather, and organize pertinent data as requested.
13. Maintain a regular filing system including all confidential personnel files.
14. Schedule appointments and make all necessary arrangements for conferences and interviews as required.
15. Prepare, organize, and distribute agenda materials for Board of Education meeting and retreats, utilizing BoardDocs.
16. Inform Board of Education members of pertinent information through e-mail, BoardDocs, or telephone communication when circumstances require immediate notification.
17. Transcribe board minutes and distribute them to staff, local newspaper, City of McPherson, and other requestors.
18. Distribute updates in board policies to board members, administrators, and school sites by keeping BoardDocs current.
19. Provide clerical support in the publication of district documents and in the maintenance of the district’s website.
20. Compile data for documents and reports and submit them to state and federal departments of education as well as other educations organizations as required.
21. Process salary movement documents for teachers, verifying documentation of IPDP points and college hours.
22. Coordinate special events including, but not limited to, new staff picnic, staff appreciation dinner, and parent/teacher conference meals.
23. React to change and frequent interruptions in a productive and positive manner.
24. Communicate effectively and work cooperatively with members of the school district and community.
25. Respond to information requests in a cooperative, courteous, and timely manner.
26. Assist the district’s payroll clerk and treasurer as needed.
27. Perform other duties as required and/or assigned by the superintendent and the Board of Education.