Job Title:     Adm. Secretary to Superintendent    Dept./School: Central Adm. Office

Reports to:     Superintendent                           Revised:  April 1, 2006

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Primary Purpose:

Ensure the efficient operation of the superintendent’s office and provide clerical services to the superintendent and board of trustees.  Work under general supervision of the superintendent and direct the work of clerical employees assigned.  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 equivalent

Special Knowledge/Skills:

Proficient typing, 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

Knowledge of bookkeeping and accounting

Knowledge of Local Government Records Act

Minimum Experience:

Three years or more of advanced secretarial experience with extensive contact with people

Prefer prior experience in executive office of public school district

Major Responsibilities and Duties:

Records, Reports, and Correspondence

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

Prepare and post official board agenda and records.

Record minutes of executive staff and board meetings as required. 

Collect, copy, and organize all materials for board meetings for distribution to board members.

Distribute board materials to administrators, principals, and media.  

Type correspondence, memos, and reports as required by Superintendent. 

Compile information and prepare reports as needed. 

Complete applications for Transfers, compile list for Board and type all correspondence to districts and parents concerning transfer of students.

File report to TEA of transfer students approved by the Board.

Order football tickets, distribute to visiting schools and distribute weekly to campuses during football season. 

Organize and oversee the Board of Trustee Election annually. 

Maintain correspondence with campus principals, faculty communication committee, and other committees.  Organize and prepare information for meetings. Assure that all dated material requests are sent to Central Office as required. 

Annually update Employee Handbook, Student Handbook, Personnel Director, Drug Testing Policy, Bloodbourne Pathogens, Crisis Management Handbook, Trade books listing, etc. 

Compile and distribute yearly calendars.

Assist Chief Financial Officer upon request.

Reception and Phones

Schedule appointments.

Greet visitors and respond to routine inquiries from staff and public; refer appropriate inquiries or problems to superintendent. 

Answer incoming calls and handle questions from public. 

Records Management 

Administer Records Management program. 

Maintain UIL materials and records.

Personnel

Maintain personnel file records on active and inactive staff, and applications received by the District including all applications for substitutes approved for classroom substitution.  

Maintain Teacher for a Day file, keeping it current as orientations are held throughout the school year. 

Process and receive criminal history record information, references, and other application materials. Arrange for fingerprinting of new employees.   

Assist professionals in completing permit application or other paperwork in reference to certification requirements.

Annually update Teacher Service Records for all employees in the District.

Update job descriptions and evaluations as necessary.

Prepare employment contracts and contract renewals annually.

Annually prepare Reasonable Assurance letters for auxiliary and paraprofessional personnel.

Post job openings and place ads in newspapers. 

Other

Maintain confidentiality of information.

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

Review and distribute mail.

Maintain Board and Superintendent training records and see that the required hours are met each year according to TEA. 

Perform any other duties as assigned by Superintendent. 

Maintain and supervise vacation calendar for administrative staff. 

Handle drug testing arrangements – update lists,  schedule dates, and insure that date of testing arrangements are made. 

Supervisory Responsibilities:

Will supervise schedules and work assignments of the administration office staff.

Maintain and supervise vacation calendar for administrator office.

Equipment Used:

Personal computer, typewriter, printer, calculator, copier and fax. 

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

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

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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.