Administrative Assistant To Superintendent And School Board (Cc #620)

Position Type:
District Office Exempt Employees/Board Secretary/Administrative Assistant
Date Posted:
3/21/2024
Location:
Baker 5J District Office
Date Available:
As soon as possible
Closing Date:
Open Until Filled
Posting Date:
March 21, 2024 - Open Until Filled
Position:
Administrative Assistant to Superintendent andSchool Board
Classification:
Full Time Confidential Employee - Exempt
Position Start Date:
Immediately
Qualifications:
See Job Description Below
Salary:
$65,919 - $82,446 placement on the 2023-2024 District Office Staff (Exempt) Salary Schedule depending on experience. This is a full time 260-day contract.
District Policy:
It is the district's policy to provide veterans and disabled veterans with preference as required by law.
During the application process, a veteran will need to submit the following:

• Copy of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215).
  OR Proof of receiving a non-service connected pension from the US Dept. of Veteran's Affairs.
• Disabled veterans must also submit a copy of their Veterans disability preference letter.

Baker School District is an equal opportunity educator and employer and does not discriminate on the grounds of race, color, religion, sex, sexual orientation, national origin, marital status, age, veterans' status, familial status, genetic information, disability, culture and/or financial status.
ADMINISTRATIVE ASSISTANT TO SUPERINTENDENT AND SCHOOL BOARD JOB DESCRIPTION
JOB SUMMARY
Under the direction of the Superintendent, perform highly complex, responsible, confidential secretarial and Administrative Assistant duties to relieve the Superintendent of a variety of difficult and routine administrative details; coordinate and provide communication and information to the District, general public, and outside organizations as related to areas of responsibilities; plan, organize and coordinate activities pertaining to the Superintendent's office in a timely manner to meet the needs of the District and community; interpret policies and regulations to officials, staff and the public.
Under the direction of the Superintendent on behalf of the Board, perform highly responsible, complex and advanced executive secretarial duties of a confidential nature in support of the functions of the Board of Education; provide communication to the District, general public, and outside organizations as related to areas of responsibilities; plan, organize and coordinate office functions and activities in a timely manner to meet the needs of the District and community.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.

1. Coordinate the preparation, compilation and distribution of the board packet prior to all scheduled meetings.
2. Able to work evenings as required to attend all public meetings of the Board of Directors and serve as the recording secretary for the Board to take and transcribe minutes of all Board meetings and independently maintain the minute book.
3. Coordinate the Board of Directors' annual meeting calendar, travel to various conferences and School visitations.
4. Distribute public notice of all meetings of the Board as required by public meeting laws.
5. Facilitate communication between the Board and the Superintendent regarding the coordination of meetings, schedules, and information requests.
6. Coordinate with the Board with the evaluation process for the Superintendent.
7. Prepare monthly personnel reports for Board of Education meetings, reporting information on all new personnel, leaves of absence, resignations and retirements.
8. Monitor assigned activities and/or program components (i.e. education law, district policy, program budgets, critical timelines, Oregon Public Records and Meetings Laws, etc.) to ensure compliance with financial, legal and/or administrative requirements.
9. Prepare and oversee the distribution of correspondence, agendas, minutes, reports, etc. for the purpose of communicating information to school and district personnel, the Board of Directors, the public and state officials, in a timely manner, as well as schedule appointments and meetings for the Superintendent, screen telephone calls and visitors.
10. Maintain confidential files of Board materials, correspondence, etc.
11. Create and process confidential correspondence, reports, newsletters, emails, and other complex documents independently for the Superintendent; edit letters, annual reports, newsletters and any related publications for the Superintendent.
12. Assist Superintendent with specialty projects or events and performs related work as required.
13. Review and assist with maintaining accurate and up-to-date materials on the District website.
14. Order and distribute retirement recognition awards.
15. Under the direction of the Superintendent or Board, accurately disseminate information both internally and to the general community, and to address public inquiries in a professional manner.
16. Assist with planning, developing, and coordinating a comprehensive public relations program in order to establish collaborative relationships and enhance the District's image to a wide variety of constituents.
17. Accurately communicate and represent the Superintendent and School Board's vision and goals and highlight the District's achievements and excellent programs.
18. Assist with identifying and prioritizing communication needs and developing communication strategies to address them.
19. Develop and sustain a proactive approach to communication that includes a consistent, positive and accurate portrayal of the District and all of its schools.
20. Coordinate meetings for community partners and organize public tours of all District owned properties in a professional manner as directed by the Superintendent.
21. Set up meeting spaces, including order, procure and arrange the delivery of food products for meetings as requested.
22. Prepare and maintain the Admin Leadership Meeting Schedule and send out calendar invites for the monthly admin meeting as well as the secondary meetings with Superintendent.
23. Coordinate and schedule the First Aid classes for staff.
24. Assist with monitoring, revising and improving communications with a focus on accuracy, messaging and ease of access to information.
25. Work with Oregon School Boards Association using the policies online and policy update subscription service. Prepare policies according to OSBA's recommendation for Administrative review and Board approval.
26. Gather, organize and compile monthly enrollment data for the District.
27. Prepare, update and maintain BSD organization chart.
28. Communicate effectively with staff, parents, students and other school districts, service organizations and community members.
29. Appropriately direct news media inquiries and maintains a positive, respectful relationship.
30. Comply with district, state, and federal laws, rules, and regulations to complete assigned duties.
31. Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings, and accompanies Superintendent and/or School Board when requested.
32. Assist in organizing job/career fairs, register admin staff for career fair, reserve hotel rooms and process travel forms. Maintain inventory of job/career fair supplies and prepare requisition form for Accounts Payable for necessary supplies. Position duties may include cleaning of the tablecloth.
33. Prepare, submit, and monitor various financial reports (e.g. purchase requisitions, travel forms, mileage reimbursements, registrations, and invoices).
34. Research and complete PACE project for the 5% discount for the District.
35. Work independently and perform all clerical duties generally associated with an Administrative Assistant position: type, file, answer telephone, use office machines.
36. Maintain harmonious working relationships with other employees and the public while projecting a positive image of the District.
37. Work well under pressure of deadlines at all times maintaining composure and professionally by communicating with difficult people.
38. Coordinate and strengthen BSD's network in order to enhance collaborations, communications and the implementation of the District's plans, programs, policies, procedures, and performance results.
39. Maintain confidentiality in all areas.
40. Perform other duties and responsibilities as required.

MARGINAL DUTIES AND RESPONSIBILITIES
Marginal duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.

1. Attends in-service trainings.
2. Attends staff meetings.
3. Attend District trainings as required.
4. Serve on building and District and School committees and councils.
5. Report issues to authorities as necessary, animal control, suspicious activity, etc.
6. Reports safety, sanitary and fire hazards immediately to supervisor.

SUPERVISORY RESPONSIBILITIES
All school employees have some responsibility for supervising students and assisting in maintaining a safe environment at all times.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education and/or Experience: High School Diploma, GED or higher. Licenses and certificates as determined by BSD 5J. Prior secretarial experience strongly preferred.
• Works well with others from diverse backgrounds. Must be able to work effectively as a team member. Focuses on solving conflict, maintaining confidentiality, listening to others without interrupting, keeping emotions under control, remaining open to others' ideas, and contributing to building a positive team spirit. Must be able to multi-task efficiently. Must be able to work independently as well as with other employees and/or administrators in a positive, productive manner. Demonstrated ability to successfully work and maintain harmonious relationships with students.
• Ability to communicate fluently verbally and in writing in English. Ability to respond to common inquiries or complaints from students, parents, staff or members of the community. Ability to read and interpret simple instructions, short correspondence and memos. Ability to write routine reports and correspondence.
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.
• Ability to apply common sense understanding to carry out instructions furnished in written, verbal or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Proficiency in the usage of database software, internet software, and email as approved by the District. Ability to proficiently use the following programs: MS Word, Excel, Google Mail and Google Docs. Ability to type accurately and proficiently.
• Must be able to perform tasks which involve independent judgment with speed and accuracy, interpret and apply policies, laws, rules and regulations; learn policies; maintain harmonious working relationships with other employees, and patrons of the District. Ability to work on and contribute to an interdisciplinary team for the enrichment of the District. Must be knowledgeable of Business English, general office procedures and practices, and have a working knowledge of office equipment. Ability to appropriately communicate with administration, staff, parents, members of the community and others including vendors, law enforcement and other agencies. Ability to exercise good judgment and work in an environment with constant interruptions.
• Yearly completion of SafeSchools online training required.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to walk, sit, use hands for fine manipulation, handle or feel and reach with hands and arms. The employee is frequently required to stand and stoop, kneel, crouch or crawl. The employee must regularly lift and/or move up to 25 pounds and occasionally up to 50 pounds. The employee may occasionally climb stairs or ladders. Specific vision abilities required by this job include close, distance and peripheral vision, depth perception and ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
As an exempt employee, occasionally perform work beyond a normal 40-hour work week when workload requires.
The work environment is located in the District Office and the office equipment includes, but is not limited to, fax, copier, phone, computer, etc. The noise level in the work environment is usually low to moderate but occasionally high depending upon the number of people in the building attending meetings and activities. The work may require travel between school build...