Superintendent And School Board Executive Assistant

Position Type:
Secretarial/Clerical/Administrative Assistant to the Superintendent
Date Posted:
12/14/2023
Location:
Valdez City Schools
SUPERINTENDENT AND SCHOOL BOARDEXECUTIVE ASSISTANT
Open Until Filled
SUMMARY:
Under the direct supervision of the Superintendent, this position completes detailed and written work and coordinates other matters essential to the efficiency and effectiveness of the Superintendent and the School Board. Tasks may include scheduling meetings, arranging travel, posting information for the public, and performing a variety of Human Resources functions. The employee filling this role should be able to carry out all tasks successfully with minimal supervision and with the strictest confidentiality.
ESSENTIAL FUNCTIONS:
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Office Functions:

1. Assist the Superintendent in general administrative operations, acting as the direct liaison for the Superintendent's office.
2. Maintains a schedule of appointments and arranges for conferences and interviews.
3. Places and receives telephone calls and receives messages, processes incoming correspondence, and screens unexpected callers by District procedure.
4. Maintains historical student files and provides student information such as transcripts, medical records, etc. according to District procedure for confidential records.
5. Creates, edits, and distributes correspondence, reports, and notices for the Superintendent and Board of Education as necessary.
6. Performs basic bookkeeping functions such as collecting receipts entering requisitions for purchases, and reconciling the credit card statement regularly.
7. Obtains, gathers and organizes pertinent data as needed and sets data into a usable form.
8. Maintain handbook and policy changes for the district.
9. Welcomes visitors and arranges for their comfort.
10. Make travel arrangements and complete conference registrations when requested by the Superintendent.
11. Proofread, organize, and distribute Annual Reports
12. Conduct DEED reports, procedures, policies, and handbooks per all state and federal regulations
13. Brand ambassador responsible for district website maintenance and managing the district social media pages.
14. Responsible for communicating information regarding District updates to district staff and parents. Both non-emergent and emergent messages.
15. Secondary Public Information Officer in the event the Superintendent is unavailable.
16. Prepare and distribute transcript requests for alumni.
17. Prepare and distribute student file requests.

Board of Education Functions:

1. Act as a direct liaison to the Board of Education in the absence of the Superintendent when immediate Board action is required.
2. Maintains diplomatic and helpful manner when dealing with the public, district staff, and Board of Education.
3. Identifies concerns, problems, and complaints and provides direct assistance to the public, district staff, and Board of Education by explaining policies and/or negotiating solutions.
4. Reports regularly to the Superintendent on any developments or problems within the district requiring the Superintendent's awareness or action.
5. Prepares agenda and board packets for all SCHOOL BOARD meetings.
6. Gives public notice and attends all meetings and work sessions of the SCHOOL BOARD.
7. Keeps full and accurate minutes of SCHOOL BOARD meetings
8. Maintains the achievement of SCHOOL BOARD meeting minutes and agendas.
9. Arranges transportation, accommodations, and conference registrations for SCHOOL BOARD members when necessary.
10. Ensure all policy updates are made that meet the state requirements for Alaska state statute.
11. Communicate regularly with Board Members of all events, broadcast communication, and projects in the district.
12. Conduct the new Board Member onboarding process.
13. Utilize all Board of Education secretary training curriculums, conferences, and all continued learning resources.
14. Knowledge of laws including Pupil Fair Dismissal Act, Open Meeting Law, Alaska Governmental Data Practices Act and related data privacy laws, Family Educational Rights and Privacy Act, and Alaska Election Laws.
15. Knowledge of school functions and organizational structure. •
16. Knowledge of parliamentary procedure and Robert's Rules of Order.
17. Knowledge of records retention, office administration and office management procedures.
18. Knowledge of customer service and office etiquette procedures. • Knowledge of district budget processes.
19. Assist in the preparation and execution of board of education elections. Prepare information regarding the process, post it publicly, and adhere to the policy and procedure of the board of education elections.

Human Resources Functions:

1. Responsible for developing and maintaining the onboarding process for all new employees.
2. Hiring and recruiting liaison, responsible for initially receiving, reviewing, vetting, and distributing applicants to the appropriate supervisory department for review.
3. Conducting Mid-year hire orientations.
4. Maintains personnel files for all District employees.
5. Fulfill all employment verification requests and maintain archived employee files.
6. Creates and maintains lists of all current staff members, their start dates, and if necessary the expiration dates of certifications.
7. Assists staff members in the process of renewing their certifications, which may include notarizing documents. Ensuring staff are aware of the status of certification renewal needs.
8. Assist staff in ensuring they are aware of how to utilize all of their benefits and have resource material for accessing them.
9. Assigning required training materials and courses to all district staff.
10. Track and submit benefit request forms to the Business Manager.
11. Generates a monthly Personnel Action Report to keep the Board of Education apprised of employee action.
12. Issue for approval of all district employee contracts.
13. Prepares and distributes employee recruitment material.
14. Post public notice of all job openings and advertise through social media, radio, and other hiring campaign efforts.
15. Requests and mails fingerprint cards to the State of Alaska Public Safety Department to complete necessary background checks.
16. Presents new staff members with onboarding documents and assist them in the paperwork process.
17. Maintains employee information in the District's HRIS and creates a paper record.
18. Make timely announcements of dates to be observed by applicants and employees to comply with Federal, State, and District requirements.
19. Organizes corps of substitutes and distributes the list to administrators.
20. Publishes legal notices concerning District business, including complying with all VAFT requirements.
21. Ensures compliance with AK Public Records Law; ensures security of records and protection from damage and unauthorized use by establishing and enforcing security procedures for all paper, microfiche, and electronic records.
22. Lodge and record all official complaints against staff or curriculum in the district.
23. Maintain incentive and recognize materials for superintendent to distribute.

COMPETENCIES:

1. Knowledge of how to operate basic office equipment.
2. Knowledge of Microsoft Office, Google Drive, Adobe Creative Cloud programs, and Mac and PC operating systems.
3. Knowledge of Human Resources best practices and parliamentary procedure.
4. Skills in effective communication, time management, and record keeping.
5. Ability to collaborate with other staff members as necessary to complete tasks.
6. Ability to work comfortably with students, staff, parents, and community members from diverse backgrounds, while being responsive to their needs.
7. Ability to maintain strict confidentiality.
8. Ability to manage multiple projects at once and to be flexible in regard to needs that may arise.
9. Ability to attach appropriate document to materials for distribution.

SUPERVISORY RESPONSIBILITY:
This position may assist in the supervision of temporary or student office assistants.
WORK ENVIRONMENT:
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. Ability to work remotely and work independently when needed.
PHYSICAL DEMANDS:
Ability to stand, walk, and sit frequently or for prolonged periods. Additional physical abilities include lifting/carrying/pushing/pulling, stooping/crouching, reaching/handling, excessive typing, speaking, hearing conversations, near/far visual acuity, depth perception, and field of vision. Must be able to lift at least 50 pounds.
POSITION TYPE AND EXPECTED HOURS OF WORK:
This is a full-time position. Days and hours of work are Monday through Friday, 7:30 a.m. to 4:30 p.m. (8 hours/day). This position operates for 257 days out of the year.
Salary Grade: Exempt
Salary Range: $60K-$75K DOE
TRAVEL:
Some travel may be expected for this position.
REQUIRED EDUCATION AND EXPERIENCE:

1. Minimum of Associates Degree in Office Management or a related field.
2. Minimum three years' experience as an Administrative Assistant.
3. Strong interpersonal and public relations skills.
4. Proficiency with Microsoft Office.
5. Excellent written communication and editing skills.
6. Experience managing multiple tasks and projects simultaneously.
7. A notary certificate with the State of Alaska or the willingness to obtain one within the first three months of occupancy.

PREFERRED EDUCATION AND EXPERIENCE:

1. Five years as an Administrative Assistant or related position.
2. Strong knowledge of working budgets.
3. Knowledge of State Open Meetings rules and regulations as it relates to School District business.

ADDITIONAL ELIGIBILTY QUALIFICATIONS:
The successful candidate will be required to present a valid criminal background check upon hire.
EEO STATEMENT:
Valdez City School District does not discriminate on the basis of race, color, religion, sex, age, national origin, disability, marital status, pregnancy, sexual orientation, or any other basis of discrimination prohibited by local, state, or federal law. This policy will prevail in all matters concerning staff, students, the public, educational facilities, programs, services, and activities, and with whom the district does business.
OTHER DUTIES:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
SIGNATURE:
Employee signature below constitutes the employee's understanding of the requirements, essential functions, and duties of the position.
Employee Date
Revised: December 14, 2023