PRIMARY FUNCTION: This position is responsible for assisting the Secretary of the Board in the performance of confidential and highly responsible work for members of the Board of Education and the Superintendent (as needed).

REPORTS TO: Assistant Secretary of the Board of Education

SALARY SCHEDULE: G-9

WORK DAYS: 250

REQUIREMENTS:

• Education Level: • High school diploma or equivalent • Two years of post-secondary training from an accredited school with an emphasis on secretarial science, business, or education

• Experience, Skill, and Certification:

• At least three years of responsible secretarial experience
• Ability to work independently, manage multiple tasks, prioritize workloads, and meet deadlines
• Strong customer service and interpersonal skills: the ability to establish and maintain effective working relationships with a variety of customers and technical personnel, even in the most stressful situations
• Ability to use discretion when handling sensitive information
• Excellent organizational skills
• Demonstrable knowledge of business writing, English grammar, spelling, and punctuation
• Demonstrable ability to maintain strict confidentiality
• Experience in using office automation devices: computers, software, faxes, scanners, and multi-functional copiers
• Ability to conduct research and provide statistical reports.
• Ability to create spreadsheets, compose correspondence, manage databases, create presentations and reports
• Proficient in spelling, punctuation, grammar, oral communication, and keyboard skills
• Ability to arrange conference calls and schedule meetings using MS Outlook
• Considerable knowledge and skill in the use of MS Office suite (Word, Excel, PowerPoint, and MS Outlook-multiple calendaring)

ESSENTIAL DUTIES:

• Provides support to Board Members, Internal Audit Staff, and Superintendent (as required); uses discretion and judgment in responding to public inquiries to Board Office.
• Assists Secretary of the Board and, in the Secretary's absence, acts as Secretary of the Board; assists in preparation of Board agenda packages as needed; attends meetings of the Board of Education as needed.
• Facilitates the flow of communication to Board Members, including information from Staff, Board Attorneys, and Internal Auditing.
• Researches (through the internet and other sources), and orders special reports and studies for Board Members; monitors and reports district events, meetings and miscellaneous information.
• Uses discretion and judgment in preparation, analysis and proper handling of financial and management reporting and review including, but not limited to, expense reports, Board office petty cash report, Board purchase orders in LEAFS system, Board office employee leave, and processing School Board attorneys’ fee statements and reports.
• Assists in planning Board retreats; Coordinates District related travel arrangements/registration for Board President, Board Members, Superintendent (as needed) and Attorneys (i.e., retreats local seminars or workshops, state and national conferences) and provides summaries as required.
• Assists in maintaining, processing and coordinating incoming correspondence, filing systems, and Board office inventory log. Scan historical paper documents into an electronic storage repository.
• Exercises discretion and judgment in the collection, copying, and distribution of mail, departmental materials and other miscellaneous information.
• Transcribes dictation of various types (i.e., electronic, shorthand, handwritten) to include correspondence, reports, notices, and recommendations, etc.
• Assists in the preparation, input, and maintenance of local budget and State staff development budgets and work orders for Board Office.
• Completes new/revised Vendor File Maintenance forms as needed.
• Coordinates meeting room schedules for the Central Office.
• Performs other duties as necessary for the effectiveness of the Board.

TERMS OF EMPLOYMENT

Incumbents will be considered “at will.” Appropriate pay will be determined based on the Grade as determined by Human Resources and allowable experience. The work calendar will be 250 days. Grade 9, Non-exempt.

NON-ESSENTIAL RESPONSIBILITIES

A responsibility is considered to be “non-essential” (for the purposes of compliance with the Americans with Disabilities Act) if:

• it is shared between multiple incumbents in the job; or
• it could be performed by an employee in another job within the workgroup.

Note the responsibility number from the list in the “Duties and Responsibilities” section for those responsibilities that could be considered “non-essential” based on this definition.

Certain limited aspects of General Duties and Responsibilities items referenced in Section 1 (b) and (d) might be considered “non-essential” in a specific situation. Any request for accommodation must be reviewed on an “individual case” basis.

PHYSICAL AND SENSORY DEMANDS

Most jobs in the District have physical and sensory demands that can be described by one of the two categories noted below. For jobs that require more physical or sensory effort, please list the requirements in this section. The category applicable for this position is listed below.

OFFICE Employees in this category are normally exposed to a typical environment. The employee has some control over the length of time sitting, standing, or ambulating. There are occasions that require the lifting or pulling of equipment or supplies, as well as bending, stooping, or stretching. There is the frequent use of computers, telephone, and other standard office equipment, which includes reading, listening, writing, or speaking. There are a few exceptional physical or sensory demands.