Executive Assistant to Superintendent

About the position

The Executive Assistant to the Superintendent plays a crucial role in ensuring the smooth and efficient operation of the Superintendent's office. This position involves performing a variety of secretarial and administrative duties, supporting the Superintendent in managing their calendar, communications, and public records, while also maintaining confidentiality and professionalism in all interactions.

Responsibilities
? Serve as administrative assistant to the Superintendent by planning, initiating and carrying to completion secretarial and administrative activities.
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? Maintain Superintendent's calendar including appointments, travel, deadlines and commitments.
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? Develop materials for Superintendent's use for presentations, conferences and workshops.
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? Compile background data and information on issues and/or topics as requested by the Superintendent.
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? Respond to any correspondence as directed by the Superintendent.
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? Maintain Superintendent's files.
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? Serve as the District's Public Records Liaison Officer.
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? Prepare, advertise, disseminate and keep accurate records of approved School Board policies.
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? Be fully aware of, and fluent in all legislative action affecting JCSB rules, policies and procedures.
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? Initiate, prepare and maintain all bonds for Superintendent and Board members.
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? Coordinate responses to public records requests.
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? Manage public record retention schedules according to State Statute and purge/destroy records when applicable.
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? Prepare bid paperwork, advertise bids and manage bid openings for capital outlay projects and fuel products for the District.
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? Communicate with Board members and district and school administrators concerning Board meetings, official functions, meetings and any other pertinent information.
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? Assist Board members as directed by Superintendent.
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? Attend and take minutes of staff meetings and other meetings in order to maintain a proper record for communication, documentation and audit purposes.
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? Receive and route telephone calls, answer questions which may involve interpretation of policies and procedures and operation of the District.
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? Receive, log and route all mail and electronic communications received by the Superintendent's office.
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? Keep the Superintendent informed of potential problems or unusual events.
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? Maintain effective working relationships with Board members, District and school personnel, parents, media representatives and the general public.
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? Assist in training and supervising any District clerical personnel assigned to the Superintendent's office.
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? Participate in workshops and training sessions to keep up-to-date and enhance skills and knowledge.
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? Respond to requests from the public as directed by the Superintendent.
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? Prepare required reports and maintain all appropriate records.

Requirements
? High School Diploma or equivalent.
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? Minimum of five (5) years responsible experience in complex secretarial work or a combination of training and experience.
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? Ability to take and transcribe dictation accurately.
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? Proficient in word processing skills and electronic equipment experience.
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? Extensive knowledge of the organization, operation, program and goals of the district.
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? Knowledge of federal, state and district rules, regulations and policies.
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? Considerable knowledge of office practices and procedures and operation of office equipment.
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? Good oral and written communication skills.
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? Ability to exercise independent judgment in assigned duties and deal effectively with District personnel and the general public.
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? Ability to utilize the computer for word processing and other functions.
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? Ability to schedule time and handle multiple tasks in stressful situations.

Nice-to-haves

Benefits
? Health insurance
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? Dental insurance
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? Vision insurance
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? Life insurance
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? Retirement plan

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