Executive Assistant To The Superintendent

Job Title: Executive Assistant to the Superintendent
The Executive Assistant to the Superintendent provides managerial and administrative assistance to the Superintendent of Schools and the Board of Education and, as the Clerk of the Board, is responsible for preparation and execution of Board meetings and adhering to legal deadlines under the Open Meetings Act and other applicable statutes and regulations. This individual exercises a high level of independent judgement, discretion, and confidentiality in interactions with school-level and District-level administrators and personnel, community and educational leaders, outside agencies, and the public, provides a broad range of support for District operations, and manages and executes the day-to-day operations of the Superintendent and Board office.
Minimum Qualifications:

• Bachelor's degree preferred; candidates with three or more years' college credit who are working towards a degree may be considered;
• Work experience in a public school environment; familiarity with RRPS preferred;
• A minimum of three (3) years' experience at a managerial/supervisory level preferred; and
• A minimum of two (2) years clerical experience or an equivalent demonstration of the ability to perform the clerical functions of the office.

Knowledge, Skills and Abilities:

• Possess exemplary interpersonal and supervisory skills and a strong ability to work effectively with others, including officials in the public and private sector as well as RRPS parents and staff members, and to supervise other employees as necessary;
• Possess strong written and verbal communications skills;
• Demonstrates discretion in handling confidential information, and professional deportment both within and outside the workplace;
• Exercise self-sufficiency and good judgment;
• Possess the ability to define tasks, develop procedures, set priorities, and complete assignments.
• Effectively coordinate multiple projects and deadlines and a variety of administrative functions at a level requiring independent decision-making;
• Ability to meet and understand legal requirements and deadlines; working knowledge of the New Mexico Open Meetings Act; the Inspection of Public Records Act; and RRPS policy;
• Establish and maintain effective office and document management systems; and
• Knowledgeable in use of office equipment and computer software programs while meeting confidentiality requirements, including but not limited to Microsoft Office, Adobe Acrobat Pro, Google platforms, and RRPS-contracted student information, Board management, and financial management software.

Essential Job Responsibilities:
This position may not include all of the duties listed, nor do the duties listed include all tasks that may be found in this position.

• Manages the day-to-day operation of the Superintendent's office, prioritizing and managing multiple projects simultaneously;
• Acts as a liaison to and maintains relationships with members of the Board of Education, district office staff, school district administrators and personnel, state, municipal, and federal, and other governmental agencies, the business community, and the public;
• Is the point of contact for the Superintendent's office, responding to phone calls, emails, and requests for information and assuring that appropriate staff respond to questions and concerns;
• Develops/maintains a system to track incoming correspondence, parent and community concerns, and other activities and follows up as required;
• Keeps the Superintendent apprised of potential problems or concerns;
• Manages the Board of Education's operations, including but not limited to regular and special meetings of the Board, Board executive sessions and committee meetings, conferences, trainings, and meetings with outside organizations attended by Board members, and other Board activities as required;
• Assures notice of all Board and Board committee meetings is posted to staff, the public, and the media in a timely fashion in accordance with the NM Open Meetings Act;
• Attends all Board meetings; works with the Superintendent and Board president to develop Board meeting agendas, officially records all votes and actions taken by the Board, and crafts the official minutes for all Board meetings;
• Develops; presents, and maintains the annual calendar of Board meetings;
• Supervises staff who support execution of Board meetings and the operations of the Superintendent's Office;
• Assists the Legal staff and District departments with ensuring compliance with the legal, administrative, and financial responsibilities and processes (OMA, IPRA, FOIA, subpoenas; property transactions, personnel actions; etc);
• Assists with Board, bond, and capital outlay elections as required;
• Coordinates the Superintendent's calendar, schedules meetings, coordinates meeting logistics and prepares materials;
• Coordinates the Superintendent's and Board members' travel and conferences, and prepares or supervises preparation of the appropriate approvals and post-travel reimbursement reports;
• With direction from the Superintendent, develops and manages the Board's and Superintendent's annual budget within the scope of District/New Mexico/Federal allowances; monitors designated budgets and expenditures, reviews for accuracy, and makes adjustments and revisions as directed;
• Prepares and tracks purchase requisitions/purchase orders for the Superintendent's Office and the Board of Education and forwards invoices with appropriate approvals to the Finance Department for timely payment as established by applicable District/New Mexico/Federal guidelines and requirements;
• Tracks Board attendance at meetings and files the appropriate payroll reports for Board member per diem and staff overtime related to Board meetings as required;
• Manages leave requests, absences, and approvals for employees and departments that directly report to the Superintendent;
• Develops and drafts correspondence, presentations, resolutions, position papers, financial, statistical, narrative and/or other reports as requested; copy-edits and proofreads materials;
• Implements management policies and directives;
• Performs usual office routines and clerical duties, including information intake, organization of information into records or other data formats, maintenance and distribution of data, typing a variety of material and/or documents; and operating office equipment;
• Maintains the District's historical archives and coordinates with the Legal Office in maintaining an efficient filing and document location system for the Superintendent's and Board's legal and official records and the Board vault;
• Learns, implements, and trains staff and Board members on new software, programs and procedures;
• Maintains the Board and Superintendent's web pages and master calendar (internet and intranet); posts meeting notices, agendas, and minutes to the Board website; may be required to develop/maintain additional web content;
• Assists with development and execution of special events and Board/Superintendent hospitality as required;
• Uses decision-making skills to determine specialized outcomes relating to area of responsibility;
• Complies with state-approved New Mexico Administrative Code of Ethical Responsibility of the Education Profession and the RRPS Employee Standards of Conduct and upholds and enforces rules, administrative directives and regulations, school board policies, and local, state and federal regulations; and
• Employee may be assigned other duties based on the needs of the District during the term of employment.

Work Hours:
Normally an 8-hour workday; however, Board meetings are conducted in the evenings, and there may be other occasional night and weekend work as required.
Application Procedure:
The following documents must be attached to complete this application. Please save all documents into one PDF and upload to the Resume Folder on the application:

• One (1) transcript from each crediting college or university if not current in personnel file;
• Resume;
• Letter of Interest; and
• 3 current signed/dated letters of recommendation

An Equal Opportunity Employer
Final salary will be set based upon the minimum salary, education, and experience.