Executive Assistant to the Superintendent/Board of Education

2 weeks ago

Waterford, United States Oakland Schools Full time
Position Type:
Administrative and Business Office Support/Administrative Assistant

Date Posted:
11/6/2024

Location:
Oxford Community Schools Administration Building

District:
Oxford Community Schools - website Executive Assistant to the Superintendent and Board of Education
Oxford Community Schools
2024-2025

Primary Function: To serve as the Executive Assistant for the Superintendent and Board of Education and to confidentially support leadership and governance of the school district.

Qualifications - Education & Experience
  1. Bachelor's degree preferred, associate degree or equivalent required.
  2. Five (5) years related experience working in an administrative support role, with preference for work in a school environment.
  3. Ability to communicate tactfully, courteously, effectively, and confidentially with Board members, staff, and community.
  4. Availability to attend evening Board meetings, workshops, and work occasional irregular or extended hours to meet multiple demands from stakeholders.
  5. Experience and training which provide the following abilities, skills, and knowledge:
    1. Experience/skills with computer software programs, such as Adobe, Outlook, Google, Canva, Microsoft Office Suite, student management systems, etc.
    2. Ability to initiate, organize, prioritize, and work independently, as well as cooperatively with diverse groups.
    3. Knowledge of school policies/procedures and Michigan school law.
    4. Knowledge of website management/updates and ability to learn and manage web-based applications such as Board Book.
    5. Ability to compose and generate communications, Board of Education agendas, and other written documents.
    6. Attention to detail and ability to proof-read and edit documents to ensure error free communication.
    7. Ability to read and interpret documents such as grants, journal articles, governmental forms, handbooks, and follow instructions.
    8. Knowledge of Open Meetings Act, Freedom of Information Act (FOIA), and Family Education Rights and Privacy Act (FERPA).
    9. Ability to manage budgets, financial records, etc.
    10. Excellent English and grammar skills, proofreading skills, and oral and written communications skills.
    11. Ability to effectively operate various systems and office equipment.
    12. Ability to solve practical problems and deal with a variety of concrete variables in various situations.
  6. Ability to work effectively and collaboratively with other departments, agencies, and individuals.
  7. Must exhibit a positive attitude toward working with students, administration, staff, and community members.
  8. Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

Essential Duties & Responsibilities
  1. Serves as the Executive Assistant to the Superintendent and the Board of Education, which includes highly responsible, confidential, and complex secretarial and administrative assistant duties.
  2. This position exercises independent judgment in assisting the Superintendent in administrative details requiring considerable knowledge, use and interpretation of District policies and procedures, and effective communication with internal and external customers.
  3. Coordinates preparation of the Board of Education agenda including assuring proper content, format, order, and supporting documentation.
  4. Confers with submitting departments as needed, regarding revisions and corrections and incorporates materials into resolution form for presentation to the Board.
  5. Attends Board meetings and oversees and coordinates the preparation of official minutes of Board meetings.
  6. Maintains confidential files and records related to the Board of Education actions including official record of the minutes.
  7. Interfaces with others concerning items that are needed after Board of Education approval and makes required copies of agenda attachments.
  8. Aids the Board of Education, as needed, including researching policy questions and coordination of Board requests and activities.
  9. Maintains records required by policy, regulations, or law.
  10. Communicates with the Board of Education members, District and other school administrators concerning meetings, official functions, and any other relevant information.
  11. Provides information in accordance with established procedures and policies and refers problems requiring technical answers to appropriate administrators.
  12. Assists in maintaining the Superintendent's calendar as well as arranges meetings for the Superintendent with various groups, within and outside of the District.
  13. Oversees and manages incoming phone calls including answering questions, referring to the appropriate department, and scheduling appointments with the Superintendent.
  14. Receives and resolves complaints as appropriate or refers matters to the proper personnel.
  15. Exercises discretion in confidentiality when disseminating information, explaining policies and procedures, and speaking as directed for the Superintendent.
  16. Researches records and obtains information from other offices and agencies as necessary to perform assigned duties.
  17. Follows up to assure prompt response or action and consults as necessary with other administrators.
  18. Keeps the Superintendent informed of potential problems or unusual events.
  19. Provides oversight for the FOIA Coordinator and assists in managing/responding to all FOIAs per established timelines.
  20. Coordinates recognition of students and staff at Board of Education meetings.
  21. Attends classes for MASB (Michigan Association of School Boards) and coordinates trainings for Board of Education members.
  22. Communicates with parents, Board of Education members, staff, and community members on behalf of the Superintendent's office.
  23. Generates and processes purchase orders and invoices, assists with budget preparation and tracking, orders office supplies for the Superintendent and the Board of Education.
  24. Updates website for the office of the Superintendent, Board of Education, MASB and others, as assigned.
  25. Prepares and monitors annual district notices per board policy.
  26. Maintains board policies and serves as district contact with policy management agency.
  27. Assists in Board of Education election coordination.
  28. Serves as resource for staff and community members for the district and Superintendent/Board.
  29. Serves as coordinator for district key process and management.
  30. Manages special projects as assigned by the Superintendent.
  31. Maintains all records in compliance with state and federal guidelines and District policies.
  32. Maintains regular and predictable in-person attendance.
  33. Develops an extensive knowledge of the organization and program under the Superintendent's jurisdiction.
  34. Supports the OCS vision and mission.
  35. Performs other duties as assigned by the Superintendent.
Salary: starting at $71,804; exempt position/12-month work year; stipend provided for Board of Education meeting attendance

Benefits: Oxford Community Schools provides company paid coverage for dental, vision, life insurance, long-term disability, an employee assistance program, sick and vacation days. In addition, Oxford Community Schools offers comprehensive medical coverage or a cash in lieu benefit, health savings account, flexible spending plans, tax-sheltered annuity (TSA) plans and the Office of Retirement Services retirement plans.

Reports to: Superintendent

To Begin: December 2024 or ASAP

Attachment(s):
  • Official OCS Posting

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