Board Clerk And District Office Support

Open Date:  11-16-23           Closing Date: Until Filled
Location:  District Office
Pay:  WBCSD Classified Salary Schedule
With some evening and possible weekend work
2023-2024 school year
TITLE:  BOARD CLERK AND DISTRICT OFFICE SUPPORT
 
QUALIFICATIONS                            

1. High school diploma or General Education Degree
2. Basic secretarial training
3. Strong people and customer service skills
4. Professional flexibility
5. Ability to take detailed and comprehensive notes
6. Comfortability with multitasking
7. Knowledge of Microsoft Office, data bases, spread sheets, and reports
8. High level of competence in typing, filing, and general computer knowledge
9. Strong telephone skills and ability to communicate effectively 
10. Work well under pressure and deadlines
11. Excellent analytical and organizational skills
12. Maintain confidentiality of staff and students
13. Positive attitude and self-starter

 
PRIMARY RESPONSIBILITY TO
Board of Trustee's and Superintendent
 
JOB SUMMARY
Performance of duties as mandated by Idaho Code 33-508 which primarily involves a variety of clerical, record keeping and administrative duties in connection with the Board of Trustees business activities.
 
To serve as District Office receptionist, executive assistant to the Superintendent.
 
MAJOR DUTIES AND RESPONSIBILITIES
 
Board Clerk
 

1. Gives notice of the time and place of Board meetings.
2. Records proceedings of all Board meetings and Board committee meetings.
3. Attends all meetings of Board of Trustees and keeps a record of their proceedings.
4. Reads incoming correspondence to Board and distributes copies for Board members.
5. Prepares, types, reproduces, and distributes agenda for meeting.
6. Prepares the minutes for the permanent record.
7. Maintains master policy book describing Board policies and distributes copies to Board members.  Maintains policies on website.
8. Makes physical arrangements for rooms, chairs, lights and other materials or equipment needed for meetings.
9. Arranges for voting machines or ballots and ballot boxes needed for polling places.
10. Invites vendors to bid, where required, by sending letter or by utilizing a newspaper advertisement.
11. Attends bid openings sessions, opens bids, participates in bid evaluation, assists in deciding firm to be awarded contract, and sends out notices of award of contracts.
12. Reviews, signs, and seals all contracts after Board approval.
13. Prepares itineraries for the School Board members, keeping a complete record of the professional activities, travel expenses, and reimbursement documentation.
14. Prepares various annual and periodical reports of District activities.
15. Maintains a complete filing system, and preserves all records, books and papers of the District.
16. Does stenographic and typing work as to meetings of Board, replies to correspondence reports, and other data concerned with clerical and administrative duties of the position.
17. Administrative Assistant duties as assigned
18. Performs such other tasks and responsibilities as may be assigned by the Board with Board's approval.

 
Business Operations Administrative Assistant
 

1. Receive and route incoming calls and correspondence.
2. Receive and process any Public Records Requests.
3. Assist Superintendent with scheduling, note taking during meetings and other related tasks.
4. Record keeper for alumni transcripts and records.
5. Responsible for creating new vendors in accounting system.
6. Input Student Body deposit receipts.
7. Receive interoffice and US mail, sorting and dispersing appropriately in a timely manner.
8. Maintain district postage meter; Processes outgoing mail and delivers to post office.
9. Assist business operations with miscellaneous filing.
10. Operate equipment, such as computers, copiers, intercom systems, calculators, laminators, telephone systems, and scanners

 
Other

1. Uphold and adhere to all district policies.
2. Keep immediate supervisor informed of activities and any issues that may arise.
3. Attend faculty meetings as required.
4. Seek assistance should emergencies arise.
5. Represent the school district in a positive manner.
6. Know and follow school district policy and chain of command.
7. Perform other duties as assigned.

                          
EVALUATION
Performance of this position will be evaluated annually by the Board of Trustee's for Board Clerk duties or designee, and Superintendent or designee for all other duties, in conformance with federal and state law, administrative rules, and Board policy.
 
TERMS OF EMPLOYMENT
This position shall be considered in all respects "employment at will". The "employment period" and other descriptions and terms set forth in this job description shall not create a property right for the employee. These are set forth only to advise the employee of when and what type of services will be required by the district so long as the employment continues.
 
 
 
 
NOTE
All certificated and non-certificated employees and other individuals are required to undergo a criminal history check and submit to fingerprinting.  Any applicant convicted of any of the felony crimes enumerated in Section 33-1208, Idaho Code may not be hired, and any applicant convicted of any felony offense listed in Section 33-1208(2), Idaho Code shall not be hired.
 
 
Legal Reference:          I.C. 33-512                Governance of Schools
                                    I.C. 33-1210              Information on Past Job Performance