About this role
Job Title: Executive Assistant and Clerk of the Board Job Goal: To assist the board of education and superintendent with projects so they may devote maximum attention to the central tasks of education and educational administration. Responsible To: Board of Education & Superintendent of Schools Qualifications:
• Associates Degree in Business or Office Mgmt. or Higher (preferred).
• Experience in Secretarial or Office Mgmt. preferred.
• Expertise in the use of computers, various office equipment, and communications equipment.
• Experience in USD 418's computer software applications.
• May need to show competency in screening tests.
• Desire to continue career improvement by enhancing skills and job performance.
• Either be, or obtain: KS Notary Public.
Physical Conditions:
• Prolonged sitting and standing.
• Repetitive motions.
• Prolonged periods of time viewing a computer screen or printouts.
• Stooping, bending, reaching, kneeling, and turning.
• Occasional work in noisy, crowded, stressful environments with numerous interruptions.
Terms:
• At-will.
• 40 hours per week, some evenings and Saturdays, full-time position.
• Wage and benefits determined annually by the Board of Education.
Essential Job Functions:
• Support the district's Vision and Framework.
• Implement all policies that govern the operations of the district as determined by various governmental agencies, KSDE, the local Board of Education, and the US Dept. of Education.
• Coordinate office and clerical support to assist with the efficient operation of the district office.
• Serve as administrative assistant to the Superintendent.
• Always ensure discretion and confidentiality.
• Maintain the USD 418 website and oversee the USD 418 social media accounts.
• Ensure all activities conform to district guidelines.
• Compose correspondence as necessary.
• Process incoming and outgoing correspondences.
• Screen incoming calls and/or direct callers to the appropriate individual/building.
• Direct patron calls/visits regarding problems, concerns, and/or questions to the appropriate individual.
• Obtain, gather, and organize pertinent data as requested.
• Maintain a regular filing system including all confidential personnel files.
• Schedule appointments and make all necessary arrangements for conferences and interviews as required.
• Prepare, organize, and distribute agenda materials for Board of Education meeting and retreats, utilizing BoardDocs.
• Inform Board of Education members of pertinent information through e-mail, BoardDocs, or telephone communication when circumstances require immediate notification.
• Transcribe board minutes and distribute them to staff, local newspaper, City of McPherson, and other requestors.
• Distribute updates in board policies to board members, administrators, and school sites by keeping BoardDocs current.
• Provide clerical support in the publication of district documents and in the maintenance of the district's website.
• Compile data for documents and reports and submit them to state and federal departments of education as well as other educations organizations as required.
• Process salary movement documents for teachers, verifying documentation of IPDP points and college hours.
• Coordinate special events including, but not limited to, new staff picnic, staff appreciation dinner, and parent/teacher conference meals.
• React to change and frequent interruptions in a productive and positive manner.
• Communicate effectively and work cooperatively with members of the school district and community.
• Respond to information requests in a cooperative, courteous, and timely manner.
• Assist the district's payroll clerk and treasurer as needed.
• Perform other duties as required and/or assigned by the superintendent and the Board of Education.