Executive Secretary To Superintendent & School Board

Job Title: Executive Secretary – Superintendent/School Board
Supervisor: Superintendent
Location: District Office, Fairbanks
Authorized Hours: 7.5 hours per day
Classification: Classified
Days/Months: 12 months/Full-time
Range: L, $30.00 per hour

General Responsibilities

Performs secretarial duties to support the Superintendent and School Board. Provides assistance in maintaining an office calendar of appointments, preparing for meetings, and activities, including confirming appointments, initiating necessary communicationand correspondence prior to and after meetings and appointment.

Responsibilities and Duties

1. Plans well in order to meet deadlines and to deal with important matters thoroughly.

2. Greet visitors on behalf of the Superintendent.

3. Organize materials and meetings on behalf of the Superintendent.

4. Prioritize correspondence and screen phone calls to the Superintendent, handle phone calls and responses where appropriate.

5. Provide confidential administrative support to the Superintendent in all areas, including school operations, labor relations, and legal matters.

6. Serves the district providing information requiring considerable interpretation and explanation of policies and procedures.

7. Provides Social Media Communication updates using Twitter, FB, and Instagram.

8. Update and revise School Board Policy as directed by the Superintendent and School Board.

9. Make travel arrangements for the Superintendent and School Board.

10. Prepare and compile information requested by the Superintendent and School Board.

11. Initiates necessary communication and correspondence prior to and after meetings and appointment.

12. Attend all School Board meetings and keep accurate records.

13. Prepare and upload informational packets to each Board member prior to all Board meetings.

14. Distribute School Board meeting agendas, minutes, and communication.

15. Maintain records of the CSC terms of office for each school site.

16. Provide information to school sites regarding open CSC positions, CSC terms of office and CSC officers prior to schedule CSC elections.

17. Other related duties as requested by the Superintendent and School Board.

Equipment Used

Standard office equipment, including computer, printer, copier, fax machine, telephone system, video conferencing and recording devices.

Independent Decisions

Makes decisions of a routine, job-related nature, based on School Board policy, district, and/or building rules.

Primary Working Contacts

Administrators, teachers, School Board and district office staff.

Responsibility for Cash, Equipment, Safety

None

Supervision Received and Exercised

Receives oral and/or written instructions from Superintendent.

Unusual Working Conditions

Work is performed in a normal office setting. Position is mostly sedentary with extended periods sitting at a desk/computer. Travel to remote villages and to conferences in and out of Alaska is required.

Evaluation

Annual written evaluation.

Qualifications

Education: High School diploma or GED required.

Experience: A minimum of six years clerical experience. Postsecondary education may be substituted for clerical experience on a year‐for‐year basis.

Knowledge of:

• Board Policy
• District Procedures
• Excellent writing skills, including proper spelling, grammar, and punctuation and ability to write and format moderately complex correspondence, including memos, letters, etc.

Skills:

Must have exemplary written/oral communication skills and work habits. Strong written communication skills, ability to write clear, structured, articulate, and persuasive proposals. Strong editing skills. Strong attention to detail. This position performs complex, specialized clerical functions requiring knowledge of district policies and procedures, along with state statute and regulations. Apply this knowledge to a variety of different situations, explaining requirements to others and recognize errors and discrepancies in information. This position takes appropriate action independently in each situation with authority and decision-making skills.

Abilities:

• Read and comprehend statutes, regulations, policy and procedures, apply them to specific situations and explain procedures and requirements to staff, board members and the public.
• Respond to inquiries or provide information to staff, board members and public with considerable tact, diplomacy, and discretion in sensitive areas.
• Plan and organize record keeping and filing systems for the work area.
• Maintain confidentiality in all aspects.
• Utilize current technology to upload School Board content.
• Search for, select and compile, summarize data and information.
• Compare data from a variety of sources for accuracy and completeness, identify discrepancies for inaccuracies and make corrections.
• Compose memoranda and correspondence related to the work.
• Establish and exhibit cooperative relations with those contacted in the course of the work.
• Exhibit supportive, positive work interaction behaviors.
• Work independently and prioritize workload for oneself and others.
• Perform intermediate arithmetic such as formulas involving fractions, decimals, and percentages.

Job Type: Full-time

Pay: From $30.00 per hour

Benefits:

• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person