Administrative Assistant To Superintendent

JOB SUMMARY

To assist and relieve the Superintendent of paperwork and bureaucracy so that the Superintendent may devote maximum attention to educational programs and administration of the school division; and to relieve the School Board of paperwork and to execute expeditiously the instructions of the School Board so that the School Board may devote maximum attention to policy determination and governance.

ESSENTIAL JOB FUNCTIONS:

The minimum performance expectations include, but are not limited to, the following functions/tasks:

• Be knowledgeable of the Code of VA relating to the Superintendent’s and School Board’s responsibilities;
• Be knowledgeable of School Board Policies and Freedom of Information Act;
• Maintain and process credit card accounts for the Superintendent;
• Prepare purchase orders and process invoices for payment for the Superintendent’s expenses;
• Provide administrative and clerical assistance to the Superintendent;
• Communicate with, and provide documents to, the School Board attorney as directed by the Superintendent;
• Place calls for the Superintendent and provide follow-up to such calls and requests for information;
• Screen and handle telephone calls to the Superintendent;
• Receive comments from the public in a positive manner and treat the Superintendent’s constituency in a professional manner;
• Screen, gather data, and make decisions regarding inquiries for information from the Superintendent’s office including the proper routing of requests;
• Maintain Superintendent’s calendar and appointment schedule;
• Keep Superintendent informed of general information flowing in and out of the office;
• Maintain filing system for the Superintendent;
• Serve as Notary Public;
• Attend Superintendent’s meetings, take minutes of the meetings, transcribe minutes, and maintain filing system for these meetings as needed;
• Participate in training to maintain technical skills for use of computers and other job related training workshops;
• Schedule and register the Superintendent and School Board members at various VASS, VSBA, NASS, NSBA, and AASA conferences;
• Communicate openly and effectively with students, parents, community patrons, staff, and administration as a positive representative of the Culpeper County School System;
• Handle sensitive, confidential material;
• Must handle contact with internal and external customers with professionalism, empathy, and competency;
• Serve as Deputy Clerk of School Board, if appointed annually by the School Board; and
• Perform such other duties in connection with the business of the school division, as may be required by the Superintendent.

PERFORMANCE RESPONSIBILITIES (Deputy Clerk of School Board)

• Be knowledgeable of the Code of VA relating to the School Board;
• Be knowledgeable of School Board policies and Freedom of Information Act;
• Be responsible for notification of school board meetings to news media;
• Prepare agendas for School Board meetings and distribute agendas to the School Board, administrators, news media, and public as required by the Code of VA and the Freedom of Information Act;
• Be responsible for setting up board room including recording system for school board meetings;
• Electronically record board meetings, transcribe minutes of board meetings, and keep in separate volumes, minutes of all School Board meetings and other documents as required in Section 22.1-77 of the Code of VA, as amended;
• Maintain filing system for the school board including its historic archives;
• Maintain records of School Board Members participation in Virginia School Board Association (VSBA), National School Board Association and other related workshops and conferences;
• Communicate with VSBA to keep School Board Members records and academy points up to date;
• Maintain School Board Members’ Statements of Economic Interests as required by the Code of VA;
• Prepare purchase orders and process invoices for payment for the School Board members’ expenses;
• Maintain records and process for payment School Board Members’ travel reimbursement;
• Provide administrative and clerical assistance to the School Board;
• Attend VSBA workshops for Clerks and other related workshops, conferences, etc.
• Participate in training to maintain technical skills for use of computers;
• Communicate openly and effectively with students, parents, community patrons, staff, and Division administration as a positive representative of Culpeper County School System;
• Perform such other duties in connection with the business of the school division, as may be required by the School Board; and
• Performs other assigned

MINIMUM REQUIREMENTS TO PERFORM WORK:

• High School Diploma required; Associate Degree preferred; along with relative experience;
• Excellent verbal, written and interpersonal skills;
• Or equivalent training, education, and/or experience.

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to work with accuracy and efficiency with minimum supervision.
• Ability to maintain confidential information.
• Ability to be flexible and to handle extremely detailed multi-tasks.
• Proficient in the use of technology.
• Communicate openly and effectively with students, parents, community patrons, staff, and administration as a positive representative of Culpeper County School system.
• Maintain good working relationships with all employees and the public.
• Other such qualifications that the school board might accept in lieu of any of the above.
• Be recommended by the division superintendent and appointed by the school board.

SPECIAL REQUIREMENTS:

None

PHYSICAL DEMANDS:

Work is typically performed in the central office and throughout the division: frequent walking, standing, stooping, lifting, up to approximately 40 pounds, and occasional lifting of equipment weighing up to approximately 50 pounds may be required. Other limited physical activities are required. Travel to schools throughout the division and central office is required. Vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities.

WORK ENVIRONMENT:

Work environment exposes the employee to inside and outside environmental conditions. Regular contact with staff members, administrators, and parents is required. Contact with parents by phone and in person is necessary. Timely and regular attendance is an expectation of performance for all CCPS employees. To ensure adequate staffing, positive employee morale, and to meet expected productivity standards throughout the organization, employees will be held accountable for adhering to their workplace schedule.

EVALUATION:

The supervisor will evaluate performance on the ability and effectiveness in carrying out the above responsibilities.