Blytheville Public Schools Job Description

Administrative Assistant to Superintendent                                   Rev. 04/16/19

Job Title: Administrative Assistant to Superintendent                    Wage/Hour Status: Classified

Reports to: Superintendent                                                         Pay Grade:

Dept./School: Administration                                                      Date Revised: 2019

Primary Purpose: Ensure the efficient operation of the superintendent’s office and provide clerical services to the superintendent and board of education. Handle confidential information and frequent contact with all levels of district employees, outside agencies, and the general public.

Qualifications:

                    Education/Certification:

                    High school diploma or GED

                    Special Knowledge/Skills:

                    Proficient keyboarding, word processing, and file maintenance skills Knowledge of school district organization, operations, and administrative policies Excellent organization, communication, and interpersonal skills Ability to use personal computer and software to develop spreadsheets, databases, and do word processing

                    Experience: Three years or more advanced secretarial experience with extensive contact with people Prior experience in executive office of public school district or another entity

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare and post official board agenda and records.

2. Record minutes of executive staff and board meetings as required.

3. Collect, organize, copy, and bind all materials for board meetings; distribute to board members.

4. Prepare all correspondence, memoranda, and reports for superintendent using personal computer.

5. Compile information and prepare reports as needed.

6. Distribute board materials to administrators, principals, and media.

Reception and Phones

7. Schedule appointments and maintain superintendent’s calendar.

8. Greet visitors and respond to routine inquiries from staff and public; resolve complaints within the scope of information and authority and refer to others as appropriate.

9. Answer incoming calls and handle questions from public, outside agencies, board of education, and staff. 

Other

10. Organize and manage routine work activities of the superintendent’s office.

11. Maintain physical and computerized files, including board minutes and closed session records.

12. Assist with travel arrangements for board members and administrators as needed, including making hotel reservations and turning in conference registration forms.

13. Review and distribute mail.

14. Maintain strict confidentiality.

15. Prepare and maintain all requests for use of facilities and assisting in coordinating banquets.

16. Provide support for Superintendent(s), and Curriculum Directors (if positions exist).

17. Organize meetings for various groups and maintain minutes of meetings.

18. Schedule group events, board meetings, retreats, training, etc.

19. Prepare and distribute information as required for school district elections.

20. Maintain records as required by school board policy.

21. Schedule boardroom activities.

22. Prepare and maintain records for the Board of Education.

23. Maintain disclosure contracts as board approved.

24. Other duties as assigned.

Supervisory Responsibilities:

      None.

Equipment Used:

      Personal computer, phone system, printer, copier, and fax machine.

Working Conditions:

      Mental Demands/Physical Demands/Environmental Factors:

      Work with frequent interruptions, maintain emotional control under stress. Repetitive hand motions; prolonged use of computer. Occasional prolonged and irregular hours.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.