Administrative Assistant to the Superintendent & Board of Education

Full Time
Winton, NC 27986
Posted
Job description

HERTFORD COUNTY PUBLIC SCHOOLS JOB DESCRIPTIONS


JOB TITLE: ADMINISTRATIVE ASSISTANT TO THE SUPERINTENDENT & BOE


GENERAL STATEMENT OF JOB


Under limited supervision employee performs a variety of administrative duties in support of the Superintendent’s office. Duties involve assisting members of the Board of Education and the Superintendent to relieve them of operational detail. Employee is responsible for receiving and transcribing confidential and routine correspondence, screening and independently handling a variety of inquiries by telephone and in person, and maintaining a variety of confidential records and files. Employee is also responsible for interpreting and explaining program policies and procedures to the general public, as well as disseminating information pertaining to the operation of the school system. Discretionary judgment and independent action are primary required skills.


REPORTS TO:
Superintendent


ESSENTIAL JOB FUNCTIONS


  • Maintains the Superintendent’s appointment calendar; sets up meetings and conferences between the Superintendent and school system personnel, Board members, outside agencies, the general public and refers persons to other staff members as necessary.
  • Arranges travel schedules, makes reservations and prepares travel expense reports for the Superintendent and Board members.
  • Opens and distributes all incoming correspondence addressed to the Superintendent and processes outgoing mail. Reviews incoming correspondence for superintendent’s attention or delegation to others.
  • Screen and routes calls according to subject or topic.
  • Welcomes visitors and arranges for their comfort, including screening individuals arriving without appointments.
  • Using a variety of formats prepares correspondence, reports, forms and other documents; assumes responsibility for correctness of spelling, punctuation, format and grammar.
  • Maintains complete confidentiality in matters relating to the school system.
  • Responds to complaints and requests for information.
  • Maintains files as required by the Superintendent.
  • Displays notice of all Board meetings; drafts and prepares Board agenda items and Board packets for the meetings as required by the Board Chair and the Superintendent. Sets up Boardroom, attends Board Meetings, takes minutes, distributes copies of minutes appropriately; and maintains official records of minutes of Board meetings.
  • Attends assigned district office meetings, takes and prepares minutes as assigned.
  • As a member of the District Office Administrative Team: serves as backup for distributing and processing the mail when other secretaries are not available; serves as backup when Central Office receptionist is not present; recommends improvements in work flow, procedures and use of equipment and forms.
  • Assist with maintaining Superintendent and Board areas of the website.
  • Any other duties as assigned by the Superintendent.


Qualifications:

  • Associate degree in business administration or other business related field and 2 or more years of office related experience

OR

5 years of school related office experience.

  • Computer skills in the areas of Microsoft Word, Excel and Powerpoint; Google
  • Positive and customer oriented interpersonal skills
  • Organizational skills and ability to multitask
  • Professionalism for assigned duties and interpersonal skills

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