Superintendent Administrative Assistant JobID: 604
+ Position Type:
Secretarial/Clerical/ Secretary – 12-Months
+ Date Posted:
10/18/2024
+ Location:
Boone CSD Central Office
+ Date Available:
ASAP
+ Closing Date:
10/25/2024
BCSD SUPERINTENDENT ADMINISTRATIVE ASSISTANT JOB DESCRIPTION
Title: Superintendent Administrative Assistant
Status: Hourly
Reports To: Superintendent
Pay Schedule: CO
Prepared/Revised Date: 2024
Work Year: 12 months
Benefits: Health, Dental, Vision, Term Life Insurance available.
SUMMARY:
The Administrative Assistant to the School Superintendent plays a crucial role in ensuring the smooth operation of the Superintendent’s office. This position requires an individual with high integrity, a strong commitment to confidentiality, initiative, critical thinking, and the ability to solve problems independently. This position also requires an ability to manage multiple tasks, schedules and prioritize effectively with attention to detail and accuracy.
EDUCATION AND RELATED WORK EXPERIENCE:
+ Associate’s degree required; preference will be given to candidates with a bachelor’s degree or equivalent.
+ Experience as an administrative assistant and customer service/office management preferred.
TECHNICAL SKILLS, KNOWLEDGE, AND ABILITIES:
Integrity: Demonstrated ability to handle sensitive information with the highest level of integrity and confidentiality.
Initiative: Proactive approach to tasks, with the ability to anticipate needs and take independent action.
Critical Thinking: Strong analytical skills with the ability to think critically and solve problems effectively.
Communication: Excellent verbal and written communication skills.
Organization: Strong organizational skills with the ability to manage multiple tasks, multiple schedules, and priorities effectively with attention to detail and accuracy.
Technology: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Collaboration: Ability to interact and work effectively and cooperatively with people from diverse ethnic and educational backgrounds while maintaining a high degree of independence.
Customer service oriented: Strong customer service and public relations skills with the ability to diffuse and manage volatile and stressful situations.
Compliance driven: Ability to promote and follow all school district, building, and departmental policies and state of Iowa laws.MATERIALS AND EQUIPMENT OPERATING KNOWLEDGE:
+ Operating knowledge of and experience with personal computers.
+ Operating knowledge of and experience with Google (Mail, Calendar, Drive).
+ Operating knowledge of and experience with typical office equipment, such as telephones, copier, fax machine, email, etc.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Listed below are the essential tasks required for this job.
Job Tasks Descriptions
1. Assist office staff with greeting and welcoming staff, parents, community members, district staff and visitors to the school. Provide information, answer inquiries and assist visitors. Provide oral and written support and interpretation for parents, students, district personnel and community members as needed.
2. The Administrative Assistant duties for Superintendent’s office include:
+ Coordinates the Central Office administors’ calendars with known events and schedules.
+ Make appointments, conferences, meetings, and interviews when necessary for the Superintendent.
+ Coordinates in the preparation of the Board of Education agenda as needed.
+ Maintains and updates an electronic copy of board policies.
+ Obtains, gathers, and organizes pertinent data as needed and compiles it into a usable form, such as staff directory, board and student policies, and school calendar.
+ Serves as the recording secretary for various district committees.
+ Prepares yearly school calendar for distribution to all employees with contracts.
+ Collaborates on communication, projects, and responsibilities with the Superintendent.
+ Processes other communications as presented by the Superintendent.
+ Assist with ordering and organizing materials, reports, and testing schedules for district-wide assessments.
+ Assist with compiling and/or entering data for state reports.
+ Compile and organize assessment and/or survey data using spreadsheets.
+ Update website for Individualized Education Plans annually or as needed.
+ Assist with planning and materials for district-wide professional learning.
+ Maintains and updates district intranet.
The Human Resources duties include::
+ Keeps a schedule of events, meetings, conferences, interviews related to human resources.
+ Maintain personnel files including years of service, evaluation schedule and filing, and early retirement eligibility.
+ Orders supplies and material as needed to conduct the affairs of the Human Resource and Business office.
+ Posts personnel openings internally and externally.
+ Places advertisements for employment within the district and on the Iowa online system.
+ Prepares applicant materials for review prior to applicant’s selection and review for employment.
+ Maintains record of applicant interviews as required by district policy.
+ Checks off on a yearly basis certified and noncertified staff evaluations.
+ Helps certified and noncertified staff to access their personnel files.
+ Processes applications and maintains an updated list of certified and non-certified substitutes.
+ Tracks and notify staff regarding mandatory training requirements and licensure.
+ Coordinate year-end staff recognitions.
+ Coordinate yearly employment fairs and/or other events.
+ Primary HR contact facilitating hiring processes.
The Public Relations duties include:
+ Serves as district contact for the district PR firm.
+ Coordinate District Surveys.
+ Annual Report Development and Coordination.
18. Perform other duties as assigned.
PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:
PHYSICAL ACTIVITIES
Amount of Time
None
Under 1/3
1/3 to 2/3
Over 2/3
Stand
X
Walk
X
Sit
X
Use hands to finger, handle or feel
X
PHYSICAL ACTIVITIES
Amount of Time
None
Under 1/3
1/3 to 2/3
Over 2/3
Reach with hands and arms
X
Climb or balance
X
Stoop, kneel, crouch, or crawl
X
Talk
X
Hear
X
Taste
X
Smell
X
WEIGHT AND FORCE DEMANDS
Amount of Time
None
Under 1/3
1/3 to 2/3
Over 2/3
Up to 10 pounds
X
Up to 25 pounds
X
Up to 50 pounds
X
Up to 100 pounds
X
More than 100 pounds
X
MENTAL FUNCTIONS
Amount of Time
None
Under 1/3
1/3 to 2/3
Over 2/3
Compare
X
Analyze
X
Communicate
X
Copy
X
Coordinate
X
Instruct
X
Compute
X
Synthesize
X
Evaluate
X
Use Interpersonal Skills
X
Compile
X
Negotiate
X
WORK ENVIRONMENT
Amount of Time
None
Under 1/3
1/3 to 2/3
Over 2/3
Wet or humid conditions (non-weather)
X
Work near moving mechanical parts
X
Work in high, precarious places
X
Fumes or airborne particles
X
Toxic or caustic chemicals
X
Outdoor weather conditions
X
Extreme cold (non-weather)
X
Extreme heat (non-weather)
X
Risk of electrical shock
X
Work with explosives
X
Risk of radiation
X
Vibration
X
VISION DEMANDS
REQUIRED TO PERFORM ESSENTIAL FUNCTIONS OF THE JOB
No special vision requirements
Close vision (clear vision at 20 inches or less)
X
Distance vision (clear vision at 20 feet or more)
X
Color vision (ability to identify and distinguish colors)
Peripheral vision
Depth perception
Ability to adjust focus
X
NOISE LEVEL
Level of noise typical in the work environment for this job
Very quiet
Quiet
Moderate
X
Loud
Very loud
Boone Community School District is an equal opportunity employer. If you have questions or a grievance, contact the BCSD Equity Coordinator Mrs. Jill Janes, jjanes@boone.k12.ia.us, at BCSD, 500 7th Street, Boone, Iowa 50036; (515) 433-0750.
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