Job Description
THIS IS A TWELVE MONTH (245 DAY) POSITION. Powhatan County Public Schools Job Title: Executive Assistant to the Superintendent/School Board Clerk FLSA Status: Exempt Employment Status: Classified License Required: No Reports to: Superintendent Summary Perform highly specialized administrative secretarial services for the superintendent of schools and support the School Board's needs to ensure the effective operation of the school division.
Essential Duties and Responsibilities include the following.
Executive Assistant to the Superintendent - Collect data, complete reports, and handle correspondence pertaining to the general administration of the superintendent's office and the school division.
- Maintain confidentiality regarding matters in the superintendent's office.
- Screen visitors, telephone calls, and incoming mail, and personally answer routine inquiries.
- Serves as a liaison between the superintendent's office and other departments; interfaces with division and school personnel, as well as community and political leaders, with an emphasis on positive public relations.
- Disseminate information from the superintendent's office to appropriate staff as directed by the superintendent.
- Provide secretarial services, such as typing, creating and maintaining files, making travel arrangements, notarizing documents, preparing correspondence, etc.
- Handle minor administrative duties and be able to handle office matters as needed in the absence of the superintendent.
- Assist the superintendent in maintaining an appointment calendar.
- Maintain and distribute Superintendent's Memos from the State Department of Education to appropriate staff. Collect data from appropriate staff and transmit information related to Superintendent's Memos to the Department of Education.
- Serve as administrator for the VDOE's Single Sign-On for Web System (SSWS) for the school division.
- Receive and process requests to enroll and copies of contracts on homes from soon-to-be or new residents of Powhatan County.
- Oversee annual residency checks and residency concerns from the registrars.
- Answer various questions from employees and conduct research for senior staff, as requested.
- Notify news media of school delays, early closings or closings, or other emergency situations.
- Collaborate with the Communications Liaison to collect information for the school division directory and distribute to the appropriate staff.
- Register and make travel arrangements for the superintendent and School Board members attending professional conferences or meetings.
- Maintain enrollment for the first 10 days of school by race, gender and grade level. Maintain monthly student enrollment from the schools.
- Retain all fully signed contracts in an electronic filing system and maintain a hard copy in a traditional file.
- Search files and a variety of other source materials to serve as background for reports.
- Maintain Hospitality Fund and coordinate and facilitate Central Office luncheons and activities focused on staff morale .
- Maintain stocking of paper products.
- Respond to "contact us" section of website.
- Utilize School Messenger system to provide notifications.
School Board Clerk - Organize and distribute VSBA policy recommendations to the superintendent, school board members, and the director of HR.
- Maintain a current record of school board policies and regulations and make these available to the public, and ensure school office staff know how to access policy should they be asked for information or a copy of a policy.
- Notify press, public, invitees, and employees of all school board meetings.
- Assist in the preparation of the school board agenda, and post the completed agenda on BoardDocs.
- Attend all school board meetings, and record, prepare, and maintain all minutes.
- Draft thank you letters or notes for each donation to a school or the school division.
- Prepare the meeting room for the meeting.
- Prepare recognition certificates/plaques as required.
- Make travel arrangements for school board members attending professional conferences or meetings.
- Perform other duties as may be assigned by the School Board, Superintendent, or designee.
Qualifications Have demonstrated the professional and personal characteristics necessary for working effectively with school personnel and members of the community.
Comprehensive knowledge of standard office practices, procedures, equipment, and secretarial techniques.
Thorough knowledge of business English, spelling, punctuation, arithmetic, legal office practices, and procedures.
Thorough knowledge of bookkeeping procedures, invoices, purchase orders, etc.
Thorough knowledge of the organization and functions of the school administration and of general administrative policies and practices.
Knowledge of school law as it pertains to the school division.
Advanced typing and computer skills (Word, Excel, PowerPoint, Google Suite, and Adobe Acrobat Pro).
Ability to keep complex office records and to prepare accurate reports from file sources.
Ability to perform and organize work independently and maintain confidentiality.
Ability to type, take and transcribe dictation accurately and at a reasonable rate of speed.
Ability to prepare effective correspondence on routine matters and to independently perform routine office management details.
Ability to maintain effective working relationships with other employees and the public and to deal with the public relations problems courteously and tactfully.
Education and/or Experience A high school diploma or GED certificate; an associate's degree or greater is preferred.
Considerable experience in the secretarial field, office setting, or in education; school setting preferred.
Language Skills Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of parents or the public.
Reasoning/Other Abilities Ability to apply common sense understanding to carry out simple one- or two-step instructions. Ability to deal with standardized situations with occasional or no variables.
Physical Demands Work involves the operation of office equipment and limited physical tasks.
Work Environment Work involves exposure to normal everyday hazards. Work is performed in an office and is subject to deadlines and frequent interruptions.
Evaluation Performance on this job will be evaluated in accordance with school board policy and administrative regulations on the evaluation of classified personnel. Powhatan County Public Schools
Job Tags
Work at office,