Secretary to the Superintendent

5 days ago

Kansas City, United States Special School District of St. Louis County Full time
Secretary to the Superintendent

REPORTS TO: Superintendent of Schools

DEPARTMENT: Superintendent's Office

POSITION OVERVIEW

The secretary to the Superintendent performs highly responsible administrative duties to support the Superintendent by managing office operations, coordinating communications, and handling confidential tasks. This position is integral in ensuring that the Superintendent's office runs smoothly and efficiently, allowing the Superintendent to focus on leadership and strategic priorities. The secretary will handle a variety of tasks, including managing calendars, composing correspondence, organizing meetings, and supporting the Governing Council, all while maintaining a high standard of confidentiality and professionalism. This role also involves clerical support, document management, and facilitating communication between the Superintendent, staff, and the public.

EMPLOYMENT TERMS
  • Employment terms covering compensation, benefits, and working conditions are specified by the Board of Education's policies, procedures, and agreements.
  • Annual salary will be commensurate with qualifications and experience.
  • 12 month employment is based on annual evaluation in accordance with this job description.
  • FLSA Status: Exempt
QUALIFICATIONS

Education and Experience
  • Two or more years of college, an associate's degree, or business/secretarial school required; Preference will be given for higher education.
    • Minimum of 2 or more years of previous successful experience as an executive-level administrative assistant required.
  • Experience in an educational setting is preferred.
Certificates, Licenses, Registrations
  • None Required
DUTIES AND RESPONSIBILITIES
  • Performs highly responsible administrative support duties as the primary and confidential secretary to the Superintendent to relieve the Superintendent of administrative and clerical detail; plans, organizes District Office activities and coordinates flow of communications and information; ensures smooth and efficient office operations
  • Maintains and coordinates the Superintendent's calendar of appointments; Prepares and disseminates meeting invitations and calendar events; Makes travel arrangements for the Superintendent
  • Prepares and assures access to a variety of documents, files, and other paperwork for staff members and the public; Represents a positive image of the Superintendent and enhances public relations through constructive communication with a variety of agencies and members of the community
  • Composes information for publication and approval by the Superintendent
  • Composes correspondence independently on a variety of matters, including those of a confidential nature
  • Transmits orders and decisions of the Superintendent to various district organizational units
  • Researches and compiles information pertinent to a variety of programmatic and operational areas; Summarizes information in writing, tables, and graphs.
  • Performs a wide variety of clerical duties in support of the Governing Council
  • Drafts, prepares, and distributes the final agenda with supporting materials for Governing Council meetings
  • Attends all public meetings of the Governing Council
  • Provides necessary correspondence and notifications to the appropriate parties following Governing Council actions
  • Establishes and maintains a variety of records and filing systems related to assigned activities; compiles and duplicates related materials as needed
  • Inputs a variety of data into an assigned computer system; establishes and maintains automated records, files, and databases; initiates queries, develops spreadsheets, manipulates data, and generates various computerized lists and reports as requested; assures accuracy of input and output data
  • Performs a variety of clerical accounting duties in support of the Superintendent; monitors inventory levels of office and designated supplies; prepares, processes, and codes purchase orders and invoices as assigned; contacts vendors/providers to arrange for billings and payments as directed; assists in assuring expenditures do not exceed established budget limitations
  • Communicates with personnel, various outside agencies, and the public to exchange information, coordinate activities, and resolve issues
  • Operates a variety of standard office equipment, including a calculator, copier, fax machine, computer, and assigned software
  • Receives, sorts, and distributes mail
  • Works closely with and is backup for the Board of Education Secretary
  • Supports various committees that extend from the Governing Council
Professional Responsibilities
  • Communicates and works collaboratively with stakeholders
  • Promotes a positive image of Special School District
  • Maintains the dignity of others and confidentiality of information
  • Maintains regular attendance, follows assigned work schedule, and complies with attendance procedures
  • Adheres to Special School District's policies and procedures, including but not limited to the Board of Education Policies
  • Complies with applicable legal, regulatory, and procedural expectations in the workplace
  • Performs other duties and responsibilities as assigned
ESSENTIAL FUNCTIONS

The requirements described below represent the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Communication Skills
  • Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from SSD administrators, board members, clients, parents, other SSD stakeholders, and the general public.
Mathematical Skills
  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs.
Reasoning Skills
  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Technical Skills
  • Proficiency in Microsoft Word, Excel, PowerPoint, Google Docs, and OneNote or Teams.
  • Ability to operate Microsoft Office products and Google Suite applications. Ability to use technology to analyze and track data.
  • Knowledge of office equipment (computers, copiers, and facsimile machines).
Physical Requirements
  • While performing the duties and responsibilities of this job, the employee is regularly required to talk and hear, stand, move and walk at a brisk pace, sit, and use hands and arms to handle, feel and reach. The employee is occasionally required to stoop or kneel and occasionally lift and move up to 30 pounds. Additionally, the employee must be physically able to implement all Board of Education Policies and District procedures.
Environmental Requirements
  • Work is performed while in a stationary position for extended periods of time. Some evening work is required; Frequent interruptions occur; Sound levels associated with this role are what one might find in a typical office environment. The ability to work with a flexible schedule.
  • There may be some instances where travel to different school sites or locations for training or district events is required.

Disclaimer

The information contained in this job description is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Board Approved: September 2002

Date/s Revised: August 2013; December 2024

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