Executive Assistant to the Superintendent - Buena Vista, United States - Buena Vista School District R 31

Description

Position Type:
Secretarial/Clerical/Secretary - 12-Months

Date Posted:
5/3/2024

Location:
Buena Vista School District Administration

Date Available:
June 2024

Closing Date:
Until FilledExecutive Assistant to the Superintendent

Position Purpose
Under the direct supervision of the Superintendent of Schools, to provide a wide variety of complex and confidential administrative support to the Superintendent; communicating information on behalf of Superintendent to school district employees, families, other school districts, public agencies, etc., serve as secretary to the Board, maintaining policy and addressing a variety of issues and/or provide general support necessary to ensure efficient and effective school district operations. Coordinate human resource activities related to recruiting, hiring, and retention with the Superintendent.

Qualification Profile

• Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:
  • Graduation from high school.
  • Associates degree with course work in business, word processing, office procedures and record keeping preferred.
  • Successful experience of an increasingly responsible nature in public service, and executive administrative assistance or executive secretarial position

Work Schedule: Full-Time, 8 hours per day Monday - Friday Training starting June 2024
245-day contract starting July 1, 2024

Compensation: Base pay $ $37.90/hour based on pay scale
(placement on the pay scale is dependent on experience)

FLSA Status: Non-exempt

Essential Functions:

• Board of Education/Governance: Assists the Superintendent in preparing and distributing agendas and supporting documents for Board of Education and committee meetings.
• Board of Education/Governance: Attends meetings as assigned (e.g., Board of Education meetings, cabinet meetings, meetings with others contacted in the course of work) for the purpose of conveying and/or gathering information required to perform functions and meet record-keeping obligations.
• Human Resource: Manages the online platforms for Human Resources including Applitrack and Absence Management
• Human Resource: Works closely with the Superintendent and Special Projects Coordinator for administrative tasks related to Human Resources, including
  • managing application system,
  • posting of job vacancies,
  • distribution of applications,
  • maintaining staff contact and phone lists,
  • distributing and organizing exiting documents and survey,
  • distributing and organizing employee handbook and training documentation,
  • archiving personnel records,
  • tracking and ensuring licenses are current,
  • reporting education credits,
  • and utilizing the substitute system.
• Human Resource: Serve as Title IX Compliance Officer
• Community Engagement: Coordinates all details for events the professional delivery of district meetings and trainings, community engagement, and fundraising.
• Community Engagement: Monitors calendar of school district events for the purpose of coordinating and scheduling district activities.
• Community Engagement: Serves to coordinate use of district facilities through correspondence with community and calendar management.
• Administrative: Responds to inquiries (including telephone calls) from students, families and employees, providing information, facilitating communication among parties and/or providing direction.
• Administrative: Composes routine and complex documents (e.g. executive summaries, correspondence, policies, agendas, minutes, newsletters, event programs, handbooks, bulletins, reports, job postings, etc.) for the purpose of communicating information to school and district personnel, students, parents, the public, and others.
• Administrative: Maintains documents, and records for the purpose of providing up-to-date reference, retrieval, and audit trail for the Superintendent and for compliance.
• Administrative: Submits data reports required by the Colorado Department of Education, serving as the LAM
• Administrative: Creates through print and media, as we all as distributes notices, memoranda or other correspondence for the purpose of informing school employees, Board members, families, and the public regarding meetings, activities, events or other work-related matters.
• Administrative: Monitors the daily/weekly/monthly calendar of the Superintendent to coordinate the scheduling of work-related appointments, activities, meetings, etc.
• Administrative: As needed, and in coordination with district office staff:
  • Serves to welcome staff and guests to the district administration office
  • Assists visitors to the office, including students, parents, substitutes teachers, maintenance workers and others
  • Manages the district office regarding supplies and needed tasks

Additional Duties
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the Superintendent's office and school district operations.
Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Some evening hours required for work and will be accommodated for with a pre-approved schedule with the Superintendent.

Equipment
Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.

Travel Requirements
Limited travel to and from meetings may be required.

Knowledge, Skills and Abilities

• Ability to communicate professionally in both verbal and written formats.
• Ability to describe problems and work orally or in writing to supervisor as needed.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply and divide, and perform arithmetic computations.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, PowerPoint, Canva,).
• Ability to problem-solve job-related issues.
• Ability to work with a diverse group of individuals and contribute to the team.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees and others, financial information, collective bargaining information, etc.
• Ability to demonstrate flexibility and with interruptions when completing tasks and still maintain a positive and welcoming demeanor.
• Organizational, scheduling, and time management skills.
• Knowledge of office practices and procedures.
• Knowledge of state and federal laws relating to public education and public information.

Physical and Mental Demands, Work Hazards

• Works in standard office and school building environments.