Position Type:
Administrative Support/Office Manager

Date Posted:
9/10/2020

Location:
Superintendent`s Office

Date Available:
10/01/2020

Closing Date:
Open Until Filled

ADMINSTRATIVE ASSISTANT TO THE SUPERINTENDENT AND BOARD OF EDUCATION

HOURLY RATE OF PAY

$13.80 - $18.70 PER HOUR – DEPENDING UPON EXPERIENCE

POSITION SUMMARY

Under the Direction of the Elizabeth School District Superintendent, provides moderate to complex administrative support and clerical assistance to the Superintendent and board members, including serving as liaison between the Superintendent, the Board, district staff and the community.

KEY DUTIES AND RESPONSIBILITIES

Duties may include but are not limited to:

• Providing administrative support to the Superintendent, including composing and typing letters and reports; coordinating and maintaining calendar; opening, reading and distributing mail; keeping the Superintendent aware of important issues and dates; coordinating special projects and supporting the Superintendent on administrative matters; keeping projects on schedule; tracking delegated tasks and assuring progress to deadlines.Updating district parent and staff calendars;

• Assisting with set up and coordination of staff and community engagement activities;Coordinating, updating and editing of Board of Education policy manual;Assisting with the production of board meeting packets, agendas, meeting room set up and posting/sharing meeting agendas;Assisting with seeking/requesting donations;Assembling staff packets for safety meetings, new teacher orientation and other events;Maintaining the district website calendar and reviewing district website regularly for updated information;Coordinating district participation in the annual CASB convention; managing registration and travel arrangements for conferences that the superintendent or board members may attend.Answering and referring phone calls, emails and other forms of communication;Scheduling meetings, coordinating meeting times and location changes;Managing board room meeting requests/calendars and the out-of-district calendar;Providing administrative support to the Student Advisory Council;Coordinating the details of meetings to include guest invitations, location logistics, refreshments and recognition awards and certificates.Monitoring the maintenance of office supplies and equipment, and the purchase of new supplies.Processing the expenditure forms of the Superintendent's Office and Board of Education. Monitoring credit card purchases and reconciling monthly statements of the Superintendent and Board.Attending Board of Education meetings and serving as Secretary to the Board. Responsible for posting of agenda and writing of all official minutes of Board of Education meetings, archives, and approved minutes as required by law. Maintaining public website as pertains to agendas, posting and minutes.Collaborating with administrators to prepare and format the agendas and supporting materials for Board of Education meetings.

• Providing confidential support for all Board of Education and Superintendent meetings and activities.Acting in a discrete and professional manner dealing with all information confidentially.Coordinating district activities associated with Board elections in cooperation with the County.Acting as district election official as delegated by Board of Education.

DESIRED SKILLS, ABILITIES AND KNOWLEDGE

• Knowledge of business English, accounting fundamentals, and math; office practices and procedures; and administrative support functions.Ability to establish and maintain effective working relationships with school board members, supervisors, employees, students, parents and citizens; to communicate with the highest professional standards both orally and in writing; to independently manage time and priorities; and use a variety of office equipment.Ability to manage confidentiality in all aspects of the position; to manage multiple priorities; and to manage multiple tasks with frequent interruptions.Strong customer service skills; skill in the use of computers, including spreadsheets, data entry and related software applications.

MINIMUM REQUIREMENTS

EDUCATION AND TRAINING:

• High school diploma or equivalent.At least 3 years increasingly responsible administrative support and clerical experience including personal computer usage and related software. Experience using all applications of Microsoft Office is essential.

PREFERRED BUT NOT REQUIRED

• Related post-secondary coursework in office management is preferred.