QUALIFICATIONS:

1. Associate or Bachelor Degree preferred. High School diploma/GED required.
2. Bilingual in Spanish and English preferred.
3. Demonstrated experience supporting an executive office preferred.
4. Experience and familiarity with Roberts Rules and serving on boards/community involvement preferred.
5. Demonstrated experience with managing/coordinating multiple projects in a fast moving environment.
6. Demonstrated experience with internal and external written communications with attention to detail.
7. Demonstrated experience with data management, data collection and analysis.
8. Advanced proficiency in the use of standard desktop applications, including the ability to produce documents and presentations of all kinds using word processing.
9. Ability to make independent judgements and work with minimum supervision.
10. Ability to work in a high profile environment with tact and diplomacy.
11. Ability to maintain discretion and confidentiality.
12. Ability to support a culture of equity, diversity, and inclusion.
13. Other qualifications to the above that the Board may find acceptable and appropriate.

REPORTS TO: Superintendent of Schools or designee

S UPERVISES: Not applicable

JOB GOAL: To support the Office of the Superintendent in day to day operations and to meet the strategic operational objectives.

ESSENTIAL FUNCTIONS:

1. 1. Communication Support and Facilitation:
   1. Respond to and initiate inquiries received in the Superintendent's Office.
   2. Prepare materials and reports for use by the Superintendent and others, editing content and adding appropriate graphic and design elements, including, but not limited to: creating basic web content, flowcharts and other software programs needed for the project.
   3. Compose correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools.
   4. Prepare and analyze data to inform decisions on communications strategies.
   
   
   1. Organization and Administrative Support and Facilitation :
   1. Track commitments and responsibilities of the Superintendent's Office . Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
   2. Work closely and effectively with the staff of the Superintendent's office to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Update the staff on issues as they pertain to achieving the business and operational objectives.
   3. Compile and maintain key performance indicator information to support goal tracking and operational effectiveness monitoring. This includes researching, gathering, compiling, and updating data and records.
   4. Perform basic statistical calculations on data for reports and presentations.
   5. Process purchase orders and maintain all budgets for the Superintendent's office and the Board of Directors.
   6. Assist and maintain discretion and confidentiality with all matters, including but not limited to, legal matters, correspondence and documents in electronic format and distribute as needed to appropriate sources for the best interests of the District.
   7. Prepare for meetings ensuring that there are agendas and critical outcomes identified, as required and follow up with any relevant communications and action items.
   8. Attend meetings to capture meeting notes for the Office of the Superintendent.
   9. Anticipate and coordinate general office functions such as meeting room reservations and information sharing with appropriate staff.
   10. Coordinate and attend special events, as needed.
   11. Perform other administrative duties as required to support the Values, Vision and Mission of the Superintendent's Office and the District.
2. Board Secretary Functions

1. Primary contact for the Board of Directors, requiring response to telephone calls, emails and written correspondence.
2. Compile, maintain and post official School Board meeting schedules and agendas for all meetings.
3. Records official Board minutes for all meetings.
4. Maintain and ensure Board policies and procedures are current and well communicated with appropriate stakeholders.
5. Attests in writing the execution of all deeds, contracts, reports and other instruments that are to be executed by the Board.
6. Acts as custodian of all official records and seal of the District.
7. Maintain appropriate records related to the Board of Directors.
8. Responsible for scheduling all meetings involving the Board of Directors and ensuring that there are agendas and critical outcomes identified as well as follow up with any relevant communications and action items.
9. Facilitates professional development opportunities and all other meetings for Board Members, including conferences, seminars, retreats, hearings, work sessions, etc.
10. Facilitates meeting arrangements including room reservations and food services.

MARGINAL FUNCTIONS:

1. Perform support functions for the Office of the Superintendent and the Board of Directors.
2. Must be willing to engage in ongoing professional development.
3. Perform other related duties as assigned by the supervisor.

TERMS OF EMPLOYMENT: Full year. Salary to be established by the Board.

1. Board Secretary requires an appointment to a four year term by the Board of Directors.
2. Monthly evening meetings are required as well as occasional weekend meetings.
3. Office hours are 8:00 to 5:00 with one hour for lunch, in addition to required evening hours.

EVALUATION: Performance is evaluated in accordance with the Compensation and Performance Evaluation Plan for School and District Leaders.

PHYSICAL/MENTAL/ENVIRONMENTAL DEMANDS:

Physical Demands:
Sitting at a desk for extended periods of time.
Standing for limited periods of time.
Frequent sitting and standing.
Occasional kneeling, bending, crouching, stooping, and squatting for limited periods of time.
Light Lifting up to 15 pounds.

Sensory Abilities:
Normal/Corrected vision.
Visual acuity to read correspondence and computer screens.
Ability to speak clearly and distinctly.
Auditory acuity to be able to use telephone and greet individuals.

Temperament:
Must have a positive attitude, and cooperative spirit. Ability to work as a member of a team.
Must be courteous and able to deal effectively with people.
Must be cooperative, congenial, and service oriented.
Ability to work with limited supervision.
Ability to be flexible.
High degree of patience and tolerance.
Ability to work in an environment with frequent interruptions.

Mental Demands:
Ability to interpret detailed written and verbal communications.
Ability to perform under frequently fast-paced situations.
React appropriately in emergency situations.
Ability to perform basic math skills.

Environment:
Office setting.
Ability to travel to other locations for training, meetings, picking up and dropping off items.