Superintendent Administrative Assistant

JOB GOALS: To receive, compile, edit, type, order, and file Superintendent's materials. To perform secretarial and bookkeeping duties for the Superintendent.

FLSA STATUS: Non-Exempt

REPORTS TO: Superintendent

MINIMUM QUALIFICATIONS:

• High school diploma or its equivalent, college coursework or degree preferred

• Good public relations skills

• Ability to use technology and show a proficiency in typing and accounting

• Ability to meet the suitability criteria for employment and/or certification licensure under the Alabama Child Protection Act of 1999 and Act No. 2002-457

• Ability to work collaboratively as a team member with large and/or diverse groups

• Ability to work independently, prioritize tasks, and perform assignments as directed with accuracy, attention to detail, and within established time frames

• Physical strength, mobility, dexterity, stamina, and acuity to perform job responsibilities

• Previous successful experience in accounting/bookkeeping is preferred

• Proficiency in oral, written, and electronic communications and ability to use various technological devices/software

• Comprehensive knowledge of office management, office procedures, correspondence, scheduling, reporting, and business communication.

• Knowledge of school system policies and procedures.

• Ability to be punctual and in regular attendance.

• Ability and willingness to work after hours and attend evening meetings as needed.

• Ability to possess and maintain licensure as a Notary Public preferred.

• Such alternatives to the above qualifications as the Board may require.

PERFORMANCE RESPONSIBILITY AND ESSENTIAL FUNCTIONS:

• Demonstrates support for the school system, its purpose, direction, and priorities.

• Demonstrates the ability to multitask and to prioritize tasks efficiently.

• Maintains confidentiality of any Board of Education business, its staff, and its students.

• Demonstrates and models regular and predictable attendance.

• Demonstrates professionalism in appearance and in attitude at all times.

• Demonstrates the ability to use technology for communication, presentations, research, data analysis, budgeting, record keeping, reporting, scheduling, and other job responsibilities as required.

• Assists Superintendent to communicate through written/electronic correspondence, with parents/guardians and local administration about student and school system issues.

• Assists Superintendent to communicate, through written/electronic correspondence, with local school administration about personnel issues.

• Assists Superintendent to communicate, through written/electronic correspondence, with various news outlets about information related to school/district matters.

• Attend all Board of Education meetings, prepare agendas, record minutes, and upload reports to the appropriate software programs.

• Oversees updating the educational directory, and any other personnel related matters.

• Finalizes personnel recommendations prior to adding to the board agenda.

• Participates in district meetings, state meetings, and other activities that relate to professional development and effective school instruction as approved by the Superintendent.

• Demonstrates initiative to improve job performance and in areas of responsibility.

• Report absences and take leave in accordance to board policy and procedures; prepare for substitute in accordance to board policy and school procedures.

• Communicates effectively and engages in office communication processes as directed using telephones, voice mail, electronic mail, postal and/or delivery services, intra-campus delivery and other means as directed.

• Assists the Superintendent in maintaining records, calendar of events, and any other pertinent information concerning the office of Superintendent.

• Meets with various stakeholders to communicate and develop partnerships to benefit the school and community.

• Communicates to stakeholders about upcoming events and school activities.

• Process bills for payment, maintain purchase orders, and create travel plans for Superintendent and board members.

• Maintains security of records, files, and policy manuals.

• Follows federal, state, and local laws for record keeping.

• Answers questions, and responds to requests from the schools and public; refers requests as appropriate.

• Orders and maintains needed office supplies.

• Arranges for technical support, servicing, and effective operation of office technology and office machines.

• Uses effective collaboration skills to work as a productive team member.

• Performs other job-related duties as directed by the Superintendent.

SALARY: Based on the Jacksonville City School System Salary Schedule

TERMS OF EMPLOYMENT: 240 days

EVALUATION: Performance will be evaluated according to board policy.