Description

EXECUTIVE ADMINISTRATIVE ASSISTANT TO THE DISTRICT ADMINISTRATOR
- Vacancy ID: 202089

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Vacancy Details

Title
EXECUTIVE ADMINISTRATIVE ASSISTANT TO THE DISTRICT ADMINISTRATOR

School/Building
Administrative & Educational Services Center

Number of Openings
1

URL

Close Date (11:59 p.m. Central)
Open until filled

Contact

Name
Jessica Hart Andrle

Title
Human Resources

Email

Phone


Website

Position Details

Position Start Date
4/15/2024

Terms/Schedule
12 months per year

Appointment Type
Full Time

Description

Job Summary:

The Executive Administrative Assistant to the District Administrator provides a high level of responsibility and accountability for administrative support to the District Administrator, School/Community Relations Coordinator, District Office Administrators, and the Board of Education and promotes the District's vision and mission. This position also provides positive customer service to families, community, staff, and students.

Reports To:

District Administrator

Essential Job Functions:

1. Perform administrative support functions for the general operation of the District Administrator's office; assume responsibility without direct supervision and make decisions within the scope of assigned authority.
2. Manage the District Administrator's calendar; schedule appointments, conferences and meetings; ensure materials required are ready prior to meetings.
3. Responds positively and effectively to the diverse needs of the community, staff, families, and students. Maintains professional communication and support to all stakeholders
4. Attends Board of Education meetings and serves as the recording clerk for the Board of Education and Board Committees as appropriate. This work will include late afternoon and evening hours. Processes and distributes all board meeting/event legal notices, agendas, minutes and supportive information; attend all regular meetings of the Board and keep legal records of meetings and Board policies as required by state statutes.
5. Arrange and prepare all Board meetings, including room set-up, supplies, AV equipment, and guest scheduling.
6. Special Work Schedule Requirements - Required to work flexible hours as needed for board meetings (evenings), board retreats (Saturdays), and committee meetings (after normal work hours)
7. Assist the Board and District Administrator with expulsion hearings, legal requests, and all records requests.
8. Assists the District Administrator with strategic planning process (e.g. inputting of documents, planning retreats, etc)
9. Assistant the District Administrator with the Stoughton Alumni Association and online store
10. Maintains budget and requisition information and records.
11. Prepares all documents and legally required postings and notices on behalf of the Board of Education.
12. Make appropriate registration arrangements for attendance, meeting travel reservations, and accommodations for the District Administrator and Board.
13. Responsible for all facets of School Board elections and referendums including, publication of legal notices, distribution of collection of candidacy papers, preparation of election materials for all area Clerks, assisting the Board of Canvassers and preparing oaths of office in cooperation with Board Clerk.
14. Perform as Notary Public and District Records Custodian.
15. Maintains confidentiality.
16. Follows directions and timely completes assignments as assigned.
17. Demonstrates the ability to problem solve and work independently.
18. Exercises initiative, original thinking, and judgment, drawing upon factual background and fundamental principles.
19. Communicates effectively with staff, families, students, and the community both orally and in writing.
20. Communicates critical information to the District Administrator in a timely manner.
21. Demonstrates organizational skills, flexibility, a team attitude, and customer service focus.
22. Provides knowledge and accuracy in the open enrollment process, enrollment process of new families, and central registration processes.
23. Coordinates District non-profit fundraising activities.

Requirements of Essential Functions:

Occasional (1-33%) bending, pushing, pulling, lifting, walking, squatting, reaching and stair climbing in order to perform essential job functions.

Lifting: 1-10 pounds constantly %)

10-25 pounds frequently (34-66%)

over 50 pounds occasionally (1-33%)

Marginal Job Functions:

1. All other duties assigned which relate to the functions of the job.
2. Learning other areas of expertise as directed by the District Administrator in an effort to cross-train staff.

Job Qualifications:

1. Associate's Degree or further education strongly preferred with administrative assistant/office management experience. Previous experience supporting at an administrative or executive level preferred.
2. Excellent interpersonal skills
3. Advanced experience in navigating productivity applications.
4. Knowledge of office procedures and equipment
5. Effective analytical and problem-solving skills
6. Excellent written and oral communication skills
7. Ability to work effectively with the diverse needs of students, staff, parents and the community
8. Ability to work accurately, independently, and without close supervision
9. Ability to exercise initiative, original thinking and judgment, drawing upon factual background and fundamental principles
10. Ability to follow oral and written instructions

Studies have shown that women and people of color may be less likely to apply for jobs unless they meet every one of the qualifications listed. We are most interested in finding the best candidate for the job. We would encourage you to apply for a job at SASD even if you don't meet every one of our qualifications listed. We know that confidence-gap and imposter syndrome can get in the way of meeting spectacular candidates, so please don't hesitate to apply - we'd love to hear from you

The Stoughton Area School District does not discriminate in employment on the basis of age, race, religion, color, sex, national origin or ancestry, handicap, physical condition, developmental disability, arrest or conviction record, sexual orientation, marital status or military participation.

Candidate Requirements

Additional Requirements

Cover Letter

Resume

Letters of Recommendation