JOB DETAILS

Job Title: Secretary to Superintendent

Exemption Status/Test: Nonexempt

Reports to: Superintendent

Dept./School: Administration

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 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 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 so 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; refer appropriate inquires or problems to superintendent.

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

Other

10. Organize and manage routine work activities of the executive 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. Attend Board Meetings once a month

14. Establish and direct process of providing free and reduced lunch applications following United States Department of Agriculture and Texas Education Agency guidelines for meal eligibility and reimbursement of federal funds.

15. Conduct Verification of free and reduced lunch applications following United States Department of Agriculture guidelines.

16. Conduct School Board Elections following guidelines provided by the Texas Secretary of State.

17. Support other Administrative Staff with clerical duties and other duties as needed.

18. Work cooperatively with Human Resources and Business Services.

19. Review and distribute mail.

20. Maintain confidentiality.

Equipment Used:

Personal computer, 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.

Superintendent Secretary