Executive Assistant To The Superintendent And Board Of Education

EXECUTIVE ASSISTANT TO THE SUPERINTENDENT AND BOARD OF EDUCATION
District Office
BENEFITS: Health, Dental and Vision insurance, 21.40% employer contribution to your PERA retirement plan, paid holidays, paid leave, tuition reimbursement, free CMC credits, amongst others. For Full Time Employees
HIRING HOURLY RANGE: $28.88 - $34.66
POSITION HOURLY RANGE: $28.88 - $46.21
SUMMARY OF JOB DESCRIPTION:
Serve as Secretary to Superintendent and Board of Education. Manage the Board of Education and Superintendent Office.
SUPERVISED BY: Superintendent
ESSENTIAL JOB ELEMENTS:

• Assist the Superintendent in general administrative operations (i.e. attend, conduct meetings pertinent to the Superintendent's office and District Office operations, coordinate the Superintendent's schedule/calendar and make appointments, receive and sort mail, monitor email/text communications, take phone calls and messages received in the Superintendent's office and respond to questions/requests for information not requiring Superintendent's involvement).
• Manage the Superintendent and Board of Education Visitation calendar. Post Board of Education meetings when necessary in accordance with the law when three or more members attend any one function.
• Interface with legal counsel for the Superintendent and Board of Education when needed.
• Prepare and disseminate information as needed for the Superintendent and Board of Education.
• Make necessary delivery of pertinent information to theBoard of Education.
• Collect, organize and send out Friday News Update to theBoard of Education.
• Assume such scheduling, planning, coordinating, budget development, and/or clerical functions as the Superintendent and Board of Education may assign.
• Develop and maintain the budget for review by the Superintendent and facilitate the purchasing process and purchase orders for the Superintendent and Board of Education. Process VISA statements and journal entries for the Superintendent and Board of Education.
• Develop the Board of Education agendas for review and modification by the Superintendent and Board President. Collect and prepare the agendas and attachments for the Board of Education meetings and ensure that Board meeting notices are posted in the manner as described in Colorado State Law. Keep a list of upcoming topics for future meetings.
• Attend regular meetings of the Board of Education and take, maintain and update the records of the official Board minutes as required by law.
• Act as the record administrator and records retention coordinator, including:
  • Board of Education records
  • Superintendent records
  • Expulsion records
  • Election records
  • Other records as identified
• Ensure that records are kept and filed in accordance with State Law, Colorado State Archives and the Colorado Department of Public Safety.
• Prepare all expulsion hearings, which includes compiling all information in a file for each student, schedule hearings, send out notices to parents/guardians in accordance with the law and notify the Districts' attorney.
• Prepare and distribute the meeting notices for negotiations with the Teacher Union.
• Order and organize meeting sites/food for the various Superintendent and Board of Education meetings as well as set up and break down for the various meetings and events.
• Set up and plan for Ad Team Retreat.
• Send out welcome correspondence, agendas, attend meetings, take and distribute notes for District Accountability Advisory, District Leadership Team and Ad Team meetings.
• Facilitates in the scheduling of sites, food, setting up, breaking down, and organizing of all gatherings associated with the Superintendent hiring process.
• Acts as the Designated Election Official for the District and works closely with the Clerk and Recorder, attorney, candidates, and demographer to carry out and follow deadlines according to the law for any elections of the District.
• Works with schools to help in facilitating signing of diplomas, and attendance of both the Board of Education as well as District Leadership Team members.
• Orders, sorts, and delivers fall and holiday employee gifts as well as other gifts to teachers, Ad Team, and other times of the year.
• Prepare and review reports, correspondence and publications as assigned by the Superintendent (e.g., Policy Books, Friday Updates, various other committee agendas and notes, weekly and annual ECSD calendar, etc.).
• Review the policies suggested by the Colorado Association of School Boards and oversee the policy review process of Board of Education policies and update the policy manuals.
• Post and maintain web based information for the Board of Education and Superintendent.
• Other duties as assigned by the Superintendent of Schools and Board of Education.

CONTACTS:
State education officials, state and local legal and financial officers, employees, parents, citizens and media.
QUALIFICATIONS:

• High school diploma or equivalent.
• 1 year post-secondary training in use of computers, written communication and office management.
• 5 years previous secretarial experience.
• Effective communications and interpersonal skills.
• Effective organizational, time management and problem-solving skills.
• Computer skills: keyboarding, database, spreadsheets, word processing and PowerPoint .
• Confidential with sensitive information.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Percentages assigned to responsibilities are approximate, and subject to adjustment by supervisors. This job description is not intended to create any express or implied contract of employment or expectancy of continued employment for any definite term.