Executive Administrative Assistant To The Superintendent And School Board

Position Type:
Secretarial/Clerical
Date Posted:
12/29/2023
Location:
Zion Benton Township High School District 126
Date Available:
ASAP
Closing Date:
Until Filled
District:
Zion-Benton Township High School District 126 - website
POSITION TITLE:
Executive Administrative Assistant to the Superintendent and Board of Education (Anticipated)
POSITION TITLE:
Executive Administrative
Assistant to the Superintendent andSchool Board
LOCATION:
Administrative Office
REPORTS TO:
Superintendent
STATUS:
Exempt
CLASSIFICATION:
TERM:
12-Month
About D126:
Zion-Benton Township High School District 126 serves 2,600 high school students via two 9-12 grade campuses. Our student population is warmly referred to as a "slice of America" with 51.9% Hispanic, 27.2% Black, 13.8% White, Multi-Racial 4.2%, and 2.9% Asian/Pacific Islander & Native American.
Zion-Benton Township High School is a comprehensive school located in the city of Zion. New Tech High @ Zion-Benton East is located in the heart of Zion, providing a small environment, rich in relationship, dual credit and technology.
At D126, we have one mission: to promote self-worth, social responsibility, and lifelong learning in partnership with our community.
General Summary:
Assists the Superintendent and Board of Education in the administration of central office duties, including: attending to all School Board related responsibilities, administering various projects and programs independently, representing the District on various committees, serving as the district's communications coordinator, completing various executive assistant responsibilities, and managing the Superintendent's Office in the absence of the Superintendent.
This is a confidential Executive Administrative Assistant level position for the Board of Education and office work is of a complex and difficult nature. Works directly with the Superintendent and involves responsibility for providing varied secretarial assistance and carrying out administrative details for the Superintendent and members of the Board of Education. Work requires the exercise of considerable initiative, independent judgment, and discretion in the performance of duties and current knowledge of school or district policies, rules, and practices.
Essential Duties and Responsibilities:

1. Works independently on confidential administrative assignments and secretarial tasks.
2. Ability to establish and maintain effective working relationships with faculty, students, parents, members of the Board of Education, press, business community members, and visitors and to effectively and discreetly convey information.
3. Oversees development, editing, and publication of various school newsletters, presentations, course guides, handbooks, communications, and public relations materials.
4. Performs Board of Education assistant duties, including organizing agendas, preparing legal notices, attending meetings, recording and managing minutes, travel arrangements, performing election related duties, etc.
5. Works directly with the Superintendent of Schools, screens calls, visitors, and mail; maintains appointment schedules; makes travel arrangements, conference registration and reservations for the Superintendent and Board of Education members; answers or refers complaints or inquiries to appropriate persons; explains school or district policies, rules, and practices to other jurisdictional officials, students, parents, and visitors; handles many confidential matters.
6. Attends all meetings of the Board of Education; takes minutes of Board meetings; prepares Board agendas in concert with the Superintendent and Board President; prepares Board minutes and all notices of all Board meetings and Board Committee meetings; writes and distributes Board meeting highlights to the faculty and staff.
7. Oversees Superintendent's and Board of Education's requisitions and accounts.
8. Coordinates the Superintendent's calendar, Superintendent's Advisory Council calendar, and Board meeting agenda preparation; coordinates the school activity calendar for Board members; coordinates, prepares and distributes all Board and district policies.
9. Prepares the Superintendent's Board Bulletin and distributes to Board members; prepares weekly updates in writing to Board members.
10. Research topics as directed by the Superintendent.
11. Serves as a community liaison/school representative as assigned.
12. Manages Superintendent and Board of Education's policies, records and files.
13. Prepares and manages the Superintendent's and Board of Education's budgets.
14. Coordinates and/or assists with annual programs and projects as directed by the Superintendent.
15. Assists with maintenance of the District's website.
16. Provides support for District personnel related responsibilities.
17. Will serve as a member of the Executive Cabinet Team.
18. Performs other related duties as assigned by the Superintendent.

Knowledge, Skills, and Abilities:Possesses a high level of expertise in utilizing computer technology including word processing, desktop publishing, spreadsheets, database management, internet, various school software programs, and email communication.

• Able to compose, format, and edit communications utilizing excellent writing and editorial skills.
• Able to communicate with faculty, staff, students, parents, and the public in a courteous, calm, and professional manner.
• Competent in performing detailed work with a high degree of accuracy.
• Able to maintain confidentiality and use good judgment at all times.
• Able to prioritize, multi-task, and work independently with minimal supervision.
• Maintains proper professional attire.
• Able to work flexible hours when necessary to meet demands of the position.
• Skilled in operating various office equipment, such as personal computer, printer/copier/facsimile, document shredder, etc.

Qualities of an effective Executive Administrative Assistant to the Superintendentand School Board:

1. Articulates the District's mission to the community and solicits its support in realizing the mission.
2. Demonstrates awareness of district and community needs and initiates activities to meet those needs.
3. Acts consistently to influence others' thinking and behavior to achieve results.
4. Anticipates and responds to stakeholder concerns and identifies and engages key influences and community resources necessary for success.
5. Influences others to take action and demands change.
6. Demonstrates a high level of personal integrity, a collaborative leadership style, highly ethical standards, high expectations, commitment, respect, dedication to teamwork, passion for a student centered environment, and leadership behaviors focused on results.
7. Consistently takes on challenging situations and believes in the ability to affect change while demonstrating a strong commitment to others and presenting ideas with confidence.
8. Takes risks to achieve vision and goals, even if they deviate from the norm, and takes personal responsibility for mistakes and learns from them while consistently following up with analysis and corrective action.
9. Manages risk, listens actively, manages based on priorities, empowers others, delegates tasks but manages delegation of duties.

Education and Experience:
Minimum of three years of executive office experience utilizing a high degree of advanced computer technology and/or study in a job-related area. Ability to transcribe and type complex dictation accurately and rapidly and to compose effective and accurate correspondence. Excellent executive level Administrative Assistant experience at corporate or school administrative level. Considerable knowledge of school district laws, rules, regulations, and policies or the ability to acquire such knowledge during a reasonable period of training. An alternative combination of higher education and related experience may be considered.
Physical Requirements:
0-24%
25-49%
50-74%
75-100%
Seeing: Must be able to read reports and use the computer.
X
Hearing: Must be able to hear well enough to communicate with staff, students, et.al. in the office and via telephone.
X
Standing/Walking/Mobility: Must be able to stand to access files and operate office machines, mobility within the office area and building.
X
Climbing/Stooping/Kneeling::
X
Lifting/Pulling/Pushing:
X
Dexterity/Repetitive Motion: Must be able to perform small hand motions such as writing, typing, using phone systems, etc.
X
Physical Dimensions:
Medium Work: Exerting up to 20-40 pounds of force occasionally, and/or up to 15 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
Note:
The statement herein intended to describe the general nature and level of work being performed by the employee assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Should the needs of the district and/or scope of responsibilities assigned to an employee's supervisor necessitate change, evaluation and modification of job descriptions may be required.
NON-DISCRIMINATION STATEMENT
Zion-Benton Township High School District No. 126 is an equal opportunity employer. We strive to recruit and employ the most qualified personnel and provide equal opportunities for advancement, including promotion and training, without regard to race, color, religion, age, sex, disability, national origin, status as a disabled or military veteran, or on any other basis when prohibited by local, state or federal law.
Attachment(s):

• ExeAdminAsst Job Description - June 2021.docx.pdf