Senior Exec. Admin. Asst. to the Sup. of Schools

Bridgeton Public Schools

Job Description
New

POSITION:

Senior Executive Administrative Assistant to the Superintendent of Schools

QUALIFICATIONS:

  1. BA degree and five (5) years administrative experience.
  2. Background in journalism.
  3. Must be computer literate; proficient in Microsoft Office Suite 2007 (Word, PowerPoint, Excel, and Access).
  4. Ability to train Superintendents’ office personnel in all aspects of computer software, e-mail, and various office procedures.
  5. Ability to operate standard office equipment.
  6. Excellent verbal and written communication skills.
  7. Ability to take and transcribe dictation and/or use a dictation/transcription machine
  8. Ability to maintain essential/confidential records and files.

REPORTS TO:

The Senior Executive Administrative Assistant is directly responsible to the Superintendent of Schools.

JOB GOAL:

To assist and support the Superintendent of Schools in the performance of his/her responsibilities by maintaining a thorough and efficient office operation, performing specialized and demanding tasks, possessing a mastery of office skills, demonstrating the ability to assume responsibility without direct supervision, exercising initiative and sound judgment, and making decisions within the scope of assigned authority. To supervise and assign work to district office staff under the auspices of the Superintendent of Schools.

PERFORMANCE RESPONSIBILITIES:

  1. Shall collect and maintain all information pertaining to collective bargaining and have it available for review by the Superintendent in preparation for the collective negotiations.
  2. Shall prepare the Superintendent/Board proposals and responses related to collective bargaining, grievances, etc.
  3. Shall perform the usual office routines and practices to maintain a smooth operating office.
  4. Shall assign work as needed to other confidential secretaries under the direction of the Superintendent of Schools.
  5. Shall ensure professional development and training is provided for all office personnel.
  6. Shall maintain a professional appearance and demeanor at all times
  7. Shall demonstrate good professional and interpersonal skills; relate and interact well with public and staff.
  8. Shall perform specific projects with minimal instruction.
  9. Shall assist the Superintendent with compiling and writing reports, charts, notices, and other correspondence.
  10. Shall construct letters and other correspondence as requested.
  11. Shall obtain, gather, and organize pertinent data as needed in a congruent format.
  12. Shall handle and keep in strict confidence any personal matters that may involve students, staff members, parents, and the media.
  13. Shall maintain a regular filing system, as well as, a set of locked confidential files and process incoming correspondence as instructed.
  14. Shall oversee preparation of Board Meetings; Cabinet Meetings; District Wide meetings, e.g., Administrative Council; Principals; Student Dialogue; School Leadership Council.
  15. Shall assist in the preparation for the closing and opening of school.
  16. Shall maintain a schedule of appointments; coordinate/arrange meetings, conferences, weekly board runs, and interviews.
  17. Shall prepare and coordinate the process of monthly board agendas for board review, and follow-up correspondence after board meetings.
  18. Shall perform any bookkeeping tasks associated with specific position.
  19. Shall take and transcribe dictation of various types, including correspondence, reports, and notices.
  20. Shall continue to maintain and improve computer skills.
  21. Develop any other district or school-related correspondence as assigned by the Superintendent.
  22. Shall perform such other duties as required or assigned by the Superintendent.

TERM OF EMPLOYMENT:

12 Months. Salary to be determined by the Board of Education.

EVALUATION:

Performance will be evaluated in accordance with Board policies and procedures on the evaluation of professional staff.

TAJ/TME/et
3-10-11

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