Executive Secretary to the Superintendent

ANDERSON SCHOOL DISTRICT FIVE

Anderson, SC

OVERVIEW:

TITLE: Executive Secretary to the Superintendent

STATUS/FLSA: Full-time / Exempt

PAY SCHEDULE/GROUP: SECRETARY / Class 6

DIRECT REPORTS: Full-time (0); Part-time (0)

SUPERVISOR: Superintendent

TERMS OF EMPLOYMENT: 240 Days. Salary determined by schedule set by the Board.

EVALUATION: Evaluated annually by the Superintendent.

GENERAL DESCRIPTION:

The purpose of this classification is to provide confidential administrative and clerical support services to the Superintendent, Board of Trustees, and District personnel. Responsible for assisting to establish the proper atmosphere for the office, and to work cooperatively to provide the best educational system available to students in the District.

ESSENTIAL DUTIES:

• Act as secretary to the Superintendent, providing administrative support through arranging and scheduling appointments, meetings, travel arrangements, and communicating advice and direction from the Superintendent.
• Act as secretary to the Board of Trustees, providing administrative support in polling members to special meetings, committee meetings, public hearings, and coordinate meeting locations, technical requirements, and catering arrangements.
• Provide customer service by screening incoming calls, assisting visitors, and directing calls and guests appropriately.
• Maintain a calendar of deadlines, meetings, and other events for the Superintendent.
• Stay abreast of current issues and affairs in the District to project a professional image of the Superintendent’s office, and to relay information to personnel or the public.
• Maintain confidential files for the Superintendent to include personnel, student matters, and principal evaluations.
• Conduct interviews with personnel, parents, students, and other patrons wishing to discuss problems or concerns with the Superintendent.
• Attend regular Board of Trustees meetings, special meetings, committee meetings, work sessions, public hearings, or retreats as needed.
• Record proceedings of Board of Trustees meetings, transcribe and edit minutes, prepare final copies for official records, and post official copies to the District’s website.
• Maintain current files of Board policies and disseminate new and/or revised policies to District administrative staff and school administrative staff.

Essential Job Duties are intended to be examples of duties and are not intended to be all-inclusive. There will be other duties as assigned.

ADDITIONAL DUTIES:

• Review all incoming mail and route to appropriate administrative staff member.
• Inform Superintendent of situations regarding school issues.
• Prepare agendas and supportive materials for the Superintendent’s Leadership Team, Board of Trustees meetings, and other meetings; disseminate meeting notices to the media.
• Prepare weekly attendance reports for the Superintendent's office and submit to the payroll office; reconcile credit card statements.
• Maintain permanent filing systems for the Superintendent’s office, and minimal filing systems for the Board of Trustees.
• Coordinate the annual Retirement Banquet.
• Design documents and brochures.
• Prepare and disseminate Inclement Weather Procedures.
• Prepare purchase and warehouse orders as required.
• Maintain current listings of telephone and address information for personnel, specific groups, and emergencies.
• Provide administrative support to the Superintendent for Opening Day activities.
• Perform clerical duties to include drafting letters and memorandums, placing telephone calls, and requisitioning office supplies.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of school district operations, services, and policies; Knowledge of general office procedures and protocols; Knowledge of financial rules, regulations, laws, and procedures; Good interpersonal skills and abilities; Ability to prioritize and multitask effectively; Ability to make concise independent decisions; Advanced secretarial skills; Ability to communicate effectively orally and in writing; Knowledge and proficiency in Microsoft Office, and various software applications; Knowledge of Robert’s Rules of Order parliamentary procedures; Good organizational skills. Ability to take dictation (shorthand or equivalent).

TOOLS AND EQUIPMENT USAGE:

Use computers for data entry; or use hand-held power equipment or light machinery; Use computers for word processing, spreadsheets, PowerPoint presentations or custom applications. Use electronics or complex software, hardware, or network systems; operate, complex machinery; Use fax machine, collating machine, postage machine, laminating machine, and other related office equipment.

EDUCATION: Completion of high school/GED . Education may be substituted for experience. Some college preferred.

EXPERIENCE: 3 years previous experience with a school district in another secretarial position. Experience may be substituted for education.

LICENSES REQUIRED: None

CERTIFICATION REQUIRED: A highly qualified certification is preferred.

PHYSICAL REQUIREMENTS ACTIVITIES:

Standing under 1/3 of the time; Walking under 1/3 of the time; Sitting over 2/3 of the time; Gripping or feeling with hands none of the time; Reaching with hands and arms under 1/3 of the time; Climbing or balancing none of the time; Stooping, kneeling, crouching, or crawling under 1/3 of the time; Talking or hearing 1/3 to 2/3 of the time; Tasting or smelling none of the time.

LIFTING: Up to 10lbs under 1/3 of the time; Up to 25lbs none of the time; Up to 50lbs none of the time; Up to 100lbs none of the time; More than 100lbs none of the time.

VISION REQUIREMENTS: No special vision requirements

WORKING CONDITIONS AND HAZARDS: Indoor Environment.