Executive Assistant to the Superintendent

QUALIFICATIONS:

1. High school diploma or equivalent.

2. Satisfactorily pass a BCI background check.

3. Satisfactorily pass an initial FBI background check and subsequent FBI checks every five (5) years.

4. Good attendance and high moral character.

5. Knowledge of office skills (i.e., typing, filing, Google, Excel, bookkeeping, and/or dictation/transcription optional, word processing, spreadsheets).

6. Must be accurate, efficient, and capable of handling detailed work assignments.

7. Ability to get along and communicate with staff, administrators, the public, and others.

ESSENTIAL FUNCTIONS:

1. Maintains confidentiality of communications, conversations, documents, personnel- and FERPA-related matters.

2. Completes computerized correspondence, letters, reports, meeting notes, summaries, etc

3. Prepares Board Agenda with all items needed, including all follow-up documents, contracts for signature, etc., and manages the process to file the items with the proper people following the meeting

4. Prepares notification to board members and newspapers regarding special board of education meetings.

5. Enters and tracks purchase requisitions for the superintendent, assistant superintendent, and director of curriculum and instruction or as directed.

6. Assists with answering the telephone, processing incoming mail, sorting, opening as directed, and distribution to staff; processes outgoing mail, including district mail service to buildings and via courier.

7. Completes word processing, spreadsheets, and typing/secretarial duties for central office administrators (i.e., presentations, reports, record-keeping forms, correspondence, etc.).

8. Purchases office supplies as needed.

9. Maintains records for all business/service agreement contracts.

10. Enters and maintains personnel information for a staff directory and produces draft directories for editing and copying.

11. Prepares and tracks all Expulsion letters and hearings.

12. Prepares and tracks all Suspension Appeal letters and hearings.

13. Provides business cards for all appropriate personnel as needed, along with wall signage as needed.

14. Civil Rights Report – compile and process for submission.

15. Update board of education policies.

16. Track and maintain background checks, state licensure requirements, etc.

17. Keep the teacher seniority list updated.

18. Issue limited contracts to appropriate staff.

19. Collaborate with other central office staff to onboard new employees.

20. Maintain the personnel files of all staff.

21. Track and update education credits accrued by district staff.

22. Process, track, code, and maintain foster and court-placed student enrollment and records.

23. Access and maintain ODDEX database.

24. Provide support for and collaborate with the registrar.

25. Compile and maintain a database to execute all SF-14’s, SF-OE’s, tuition agreements, and billings. Verify all incoming invoices related to resident students in or out-of-district.

26. Responsible for the coordination and execution of the open enrollment process. Including:

a. Update and maintain forms.

b. Maintain year-round database.

c. Mail out applications and date-stamp applications received.

d. Process administrator’s decisions and send our approval/denial letters to applicants.

e. Enter and maintain all open enrollment data in SIS.

1. Create, distribute, and process administrative contracts.

2. Demonstrates the ability to organize tasks to completion.

3. Identifies, analyzes, and solves problems.

4. Seeks to improve personal and organizational performance by measuring and monitoring outcomes.

5. Is open to change and willing to be involved in the change process.

6. Maintain Homeschool files and send acknowledgement letters.

7. Create and post job postings for vacant jobs.

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person