Executive Assistant to Superintendent/Board Clerk

HICKORY PUBLIC SCHOOLS JOB DESCRIPTION

JOB TITLE: Executive Assistant to the Superintendent/Board Clerk

FLSA STATUS—EXEMPT

GENERAL STATEMENT OF JOB

Under general supervision, performs administrative functions to assist the Superintendent in the daily operation of the school system.

Interprets, develops and carries out policies and procedures for various programs.

Acts as liaison between the Superintendent’s office and other departments and the public in interpreting policies and procedures with independent authority.

Represents the school system at major public contact functions.

Reports to the school system Superintendent.

DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

Prepares all materials for the Board of Education, including agendas and minutes, and serves as the liaison for all Board activities.

Drafts reports and materials requiring extensive research and interpretation.

Reviews incoming mail to keep informed of the status of matters being handled by the

Superintendent; refers important correspondence to Superintendent or appropriate staff member; and holds specially assigned correspondence and independently prepares appropriate replies.

Answers letters independently which require decisions that may tend to establish precedents and/or commit management to a course of action.

Serves as liaison to expedite flow of information and to interpret policies, procedures, rules and regulations within the school system as well as to the general public, including student assignment.

Coordinates arrangements for meetings, conferences and workshops including developing agendas in consultation with the Superintendent and other staff members as needed.

Attends meetings as a participant or representative of management as directed.

Manages and supervises the receptionist office and the office of records.

Manages all requests for out-of-district and within-district transfers.

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Manages communication between the Superintendent’s office and schools and the community.

ADDITIONAL JOB FUNCTIONS

Assists in administering and monitoring the Board and office budgets.

Arranges appointments; procures travel orders and vouchers; and assembles pertinent materials for Board members’ use.

Maintains files as required by the Superintendent.

Assists in a variety of school system operations; performs special projects and assignments as requested; and prepares reports.

Gathers, assembles and summarizes data and information.

Proofreads documents generated by the Superintendent and Board.

Recommends improvements in workflow, procedures and use of equipment and forms.

Performs other related duties as assigned by the Superintendent and Board.

MINIMUM TRAINING AND EXPERIENCE

Graduation from high school with preference given to an Associate’s degree in secretarial science or office management and five years of increasingly responsible secretarial experience in an educational setting; or an equivalent combination of education, training and experience that provides the knowledge, skills and abilities required to perform the job functions.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM

ESSENTIAL JOB FUNCTIONS

Physical Requirements: Requires light physical work.

Must be able to lift mail and boxes up to ten pounds.

Physical requirements are for light work.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information.

Includes giving instructions, assignments or directions to others.

Language Ability: Requires the ability to read simple to complex forms.

Requires the ability to prepare supply requisitions using prescribed format.

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Intelligence: Requires the ability to apply common sense understanding to carry out instructions furnished in written or oral form; to deal with problems involving several concrete variables in standardized situations.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions.

Must be able to communicate effectively and efficiently in standard English.

Numerical Aptitude: Requires the ability to add, subtract, divide and multiply.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using a keyboard.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions.

Must be adaptable to performing under moderate to high levels of stress.

Physical Communications: Requires the ability to talk, write and hear.

KNOWLEDGE, SKILLS AND ABILITIES

Ability to communicate effectively orally and in writing.

Considerable knowledge of grammar, spelling and punctuation.

General knowledge of the rules, regulations, procedures and functions of the office.

Ability to reason, make judgments, and maintain effective working relationships with others in the performance of assigned work.

Skills of keyboarding and transcribing dictation with accuracy at the speed necessary for the position.

Skills in operating a computer with word processing and spreadsheet applications.

Ability to deal with people in a tactful and effective manner and to use judgment and discretion in giving out or withholding confidential information.

Ability to compile and summarize information.

Ability to resolve problem situations with sound judgment.

Ability to demonstrate proper telephone etiquette.

Ability to maintain confidentiality.

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Ability to exercise independent judgment and initiative in completing work assignments.

Knowledge of business letter writing and memos.

Knowledge of report writing.

Ability to compose correspondence independently.

Ability to work in the absence of supervision.

DISCLAIMER

This job description is designed to indicate the general nature and level of work performed by employees within the classification.

It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees in this job.

It is not a contract or guarantee of employment, salary or benefits.

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Job Type: Full-time

Schedule:
8 hour shift
Work Location: One location