Executive Administrative Assistant to the Superintendent

3 weeks ago

Reynoldsburg, United States Ohio Department of Education Full time

Job Title: Executive Administrative Assistant to the Superintendent

Reports to

Superintendent

Job Code Number

Contract Length

252 Days

Exempt/Non-exempt

Non-Exempt

Department

Last Updated

* Reynoldsburg City Schools is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Primary Job Function:

The Reynoldsburg City Schools Executive Administrative Assistant to the Superintendent provides clerical and secretarial support to the Superintendent and Board of Education under the supervision of the Superintendent.

Minimum Qualifications:

* Bachelor's degree or associate's degree in a related area or a combination of education and experience
* Minimum (3) three years of experience in education, business, or related field
* Minimum (2) two years of experience as a lead secretary, office manager, administrative assistant or other role demonstrating leadership, independence and decision making
* Ability to work effectively under pressure from the public, workload, and employees
* Ability to work extended hours for attendance at evening and weekend events

Essential Duties and Responsibilities: Primary functions may include the following duties, responsibilities, skills, abilities, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions within this classification.

* Maintain the Superintendent's calendar, establish Priorities; facilitate and schedule appointments, schedule and coordinate meetings
* Prepare all materials for the Board, including materials for regular and special meetings and retreats
* Make all necessary arrangements for travel and conferences for Superintendent, district administration and Board and complete all professional leave reimbursement paperwork for Board Members, and Superintendent: hotel, mileage, food and conference registrations
* Builds trust and fosters ongoing positive relationships with all stakeholders
* Coordinates all events for the Superintendent
* Performs all duties consistent with the scope and intent of the position with strict confidentiality
* Manage office budget and prepare and process requisitions
* Proofread all correspondence from the office of the Superintendent
* Prepares and maintains all files for the Superintendent
* In the absence of the Superintendent, coordinate with the designee during crises or pressing situations
* Work co-operatively with other offices
* Answer general questions, including those requiring research or technical knowledge.
* Collaborate with HR Director to schedule all final interviews for new hires with the Superintendent
* Assist with Preparations of Community Forums
* Assist with the planning and implementation of district wide recognition activities
* Attend meetings and in-services as required
* Ability to communicate ideas and directives clearly and effectively both orally and in writing
* Experience working independently and managing multiple projects
* Maintain attendance calendar for Superintendent's office
* Occasional requirement to work overtime, e.g., evenings, and weekends
* Display the highest ethical and professional behavior in working with students, parents, school personnel, and outside agencies associated with the school
* Serve as a role model and promote good public relations for students and staff in demonstrating positive attitudes, appropriate attire and grooming and an effective work ethic
* Protect confidentiality of records and information about staff, and use discretion when sharing any such information within legal confines
* Adhere to federal statutes and regulations, Ohio school law, State Board of Education rules and regulations, Board of Education policies and procedures, and contractual obligations.
* Perform other duties as assigned by the Superintendent and/or other supervisors.

Communication:

* Responsible for communicating with internal and external stakeholders including knowing procedures when a parent or resident calls with concerns
* Receive phone calls, maintaining a helpful and positive demeanor. Use discretion to determine those which are to be handled by the Superintendent personally, as well as those delegated to a subordinate or other department. Make referrals as appropriate, answer general questions, including those requiring research or technical knowledge
* Assist with writing and sending out public relation releases to the media
* Review monthly board agendas and deliver to all board members, principals, union president and news medias as legally required
* Assist the Superintendent and district administration in critical communications of highly sensitive matters

Operational

* Responsible for organizing registration documents
* Open and sort Superintendent's mail
* Responsible for all recognitions at board meetings
* Maintain attendance calendar for Superintendent's office
* Order and maintain office supplies
* Ability to take dictation

KNOWLEDGE, SKILLS AND ABILITIES

* Knowledge of Education Management Information Systems (EMIS)
* Outstanding skills at using technology
* Ability to work well with others
* Effective, active listening

Physical Demands & Working Conditions:

* Physical Demands - While performing the duties of this job, the employee is regularly required to communicate with others. The employee is required to sit or stand and move around for extended periods of time. While performing the duties of this job the employee must be able to push, pull, lift and carry over 25 pounds on occasion.
* Working Conditions - The employee in this position may experience occasional exposure to blood, bodily fluids and tissue. The employee may also be required to interact with unruly children.
* Driving Requirement - This position may require driving. It may also require driving during inclement weather conditions.

The physical demands described here are a representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in keeping with law.

This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed by the employee. The employee will be required to follow the instructions and perform the duties required by the employee's supervisor and or appointing authority.

* Pending Board Approval

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