JOB TITLE: BOARD SECRETARY/ADMINISTRATIVE ASSISTANT

REPORTS TO: SUPERINTENDENT

SALARY SCHEDULE: CLASSIFIED SALARY SCHEDULE 5

CLASS CODE: 5165

Scope of Responsibilities

Serves as secretary to the superintendent and performs clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Prepares printed materials related to Board meetings and maintains official records of all Board meetings; is supervised by the Superintendent.

Performance Responsibilities

  1. Performs secretarial tasks in support of the office of the superintendent.
  2. Responsible for arranging appointments and meetings for the superintendent.
  3. Analyzes incoming mail, memos, correspondence, and reports to determine their importance and distribution to staff for response or action.
  4. Receives and monitors requests for information from Board Members.
  5. Works closely with superintendent in editing and preparing board agenda items.
  6. Makes travel and conference/convention arrangements for superintendent & the board.
  7. Files and retrieves documents, records, and reports.
  8. Provides information to supervisors, co-workers, and staff by telephone, in written form, e-mail or in person.
  9. Gathers information from all relevant sources to support the operation of the office of the superintendent.
  10. Attends and records the minutes for all school Board meetings.
  11. Prepares Board meeting agenda materials for Superintendent's cabinet meeting and Board meetings.
  12. Prepares agenda topics to be considered at each Board meeting for the year.
  13. Prepares rough draft of Board minutes for Superintendent's approval and proofreads final form of Board minutes, prepares index document and document detailing actions and motions on each item acted on by the Board.
  14. Notarizes legal documents and requests for leaves of absence from the official board minutes.
  15. Types and maintains electronic database of business transactions at Board meetings and locates daily requests for information from past Board meetings.
  16. Makes necessary preparations for Executive Session meetings.
  17. Prepares correspondence for signature of Superintendent and prepares invoices for per diem for Board members.
  18. Ensures that all technical requirements are available to support Board reports and necessary communication, both public and internal, for all work sessions and Board meetings, both regular and special called meetings.

Minimum Qualification

  1. High School Diploma or G.E.D.
  2. Five (5) years experience as secretary in an administrative office
  3. Typing/transcription skills of 65 words per minute
  4. Effective oral and written expression
  5. Ability to prioritize multiple activities

Desirable Qualifications

  1. Ability to work well with the public
  2. Five (5) years successful experience working with official records of public boards
  3. Ability to work independently and with minimum supervision

Physical Demands

The work is primarily sedentary. It requires the ability to communicate effectively using speech, vision and hearing. The work requires the use of hands for simple grasping and fine manipulations. The work at times requires bending, squatting, reaching, with the ability to lift, carry, push or pull light weights.