Administrative Assistant to the Superintendent

Montgomery-Public-Schools; Guntersville (AL); On-site; USD 38,000 - 52,000; Full time

Job summary

Guntersville City Schools is seeking an Administrative Assistant to the Superintendent at the District Office. The role supports the Superintendent with office management, scheduling, correspondence and data handling to advance district goals and student achievement.

The position requires a high school diploma and 2+ years in a similar role, with strong communication and organizational skills, and the ability to work after hours as needed. Notary Public licensure is a plus.

Qualifications

• High school diploma required.
• 2+ years of experience in a comparable role.
• Knowledge of general office procedures and software (spreadsheets, word processing, databases, presentations).
• Valid driver’s license.
• Strong oral and written communication skills.
• Interpersonal skills with collaboration.
• Notary Public licensure preferred.
• Ability to work independently and prioritize tasks to meet deadlines.
• Knowledge of school system policies and procedures.
• Ability to use technology to communicate, manage data and prepare reports.
• Physical strength and stamina for office tasks.
• Punctuality and regular attendance.
• Willingness to work after hours and attend evening meetings as needed.
• Board/Superintendent may require other qualifications.

Responsibilities

• Manages correspondence, calendars, reports, budgets, travel, reimbursements and agendas for the Superintendent and Board members.
• Answers inquiries from schools and the public; routes requests as needed.
• Notarizes documents as needed.
• Represents the district in a courteous, professional manner.
• Maintains board policy manual and meeting minutes in compliance with rules.
• Prepares and submits information and recommendations for Board agenda.
• Produces and files reports, notices, and materials for office operations.
• Maintains filing systems and confidential records as directed.
• Gathers and prepares data and information for presentations.
• Maintains schedules for appointments, meetings, deadlines and tasks for the Superintendent and Board.

Skills

Office admin

Notary Public

Data entry

Communication

Scheduling

Databases

Education

High school diploma

Job description

Guntersville City Schools Job Description

Position Title: Administrative Assistant to the Superintendent

Location: District Office

Pay Type: Non-Exempt Retirement: RSA

Reports To: Superintendent Contract Work Year: 240 Days

Job Goals:

To assist the Superintendent by performing efficient and effective office management, correspondence, problem solving, organizational and clerical tasks.

To effectively and efficiently manage projects, schedules, and information to achieve the goals of the school system and to maximize student achievement.

Minimum Qualifications:

• High school diploma.

• Two (2) or more years of experience in a comparable position.

• Knowledge of general office procedures related to organization, filing, preparation of documents, computer software programs including spreadsheets, word processing, databases, presentation software, etc.

• Possess and maintain a valid driver’s license. 6. Proficiency in oral and written communication skills.

• Effective interpersonal skills, with an emphasis on communication and collaboration with a wide variety of

• Ability to possess and maintain licensure as a Notary Public.

• Ability to work independently, prioritize tasks, and perform assignments as directed with accuracy, attention to detail, and within established time frames.

• Comprehensive knowledge of office management, office procedures, correspondence, scheduling, reporting, and business communication.

• Knowledge of school system policies and procedures.

• Ability to use technology to communicate, to manage data, and to produce/submit required reports, correspondence, and/or financial information.

• Physical strength, mobility, dexterity, stamina, and acuity to perform job responsibilities.

• Ability to be punctual and in regular attendance.

• Ability and willingness to work after hours and attend evening meetings as needed.

• Such alternatives to the above qualifications as the Board and/or Superintendent may require.

Performance Responsibilities and Essential Functions:

• Demonstrates support for the school system and its vision, goals and priorities.

• Manages correspondence, calendars, reports, budgets, travel arrangements, reimbursements, and agendas for the Superintendent and Board members.

• Answers questions, and responds to requests from the schools and general public; refers requests as appropriate.

• Notarizes documents as needed.

• Performs duties and represents the system in a courteous, positive and professional manner.

• Maintains the Board policy manual, official Board meeting minutes, and other school system records in compliance with established rules and procedures.

• Prepares and submits information and/or recommendation for Board agenda as assigned.

• Produces, records, to research, reports, notices, recommendations and materials needed for efficient office operations and responds as directed to correspondence.

• Maintains filing systems of needed reports, correspondence, information, confidential records, records, schedules, and data as directed.

• Obtains, gathers, organizes, and prepares for presentation pertinent data and information as needed.

• Maintains schedules of appointments, meetings, conferences, deadlines, and tasks for the efficient operation of the Superintendent’s office and responsibilities, Board members’ responsibilities, and Board meetings and work sessions.

• Communicates effectively and manages office communication processes as directed using telephones, voice mail, electronic mail, postal and/or delivery services, intra-campus delivery and other means as directed.

• Orders and maintains needed office supplies.

• Arranges for technical support, servicing, and effective operation of office technology and office machines.

• Attends and participates in meetings as directed.

• Takes and transcribes dictation as needed.

• Maintains confidentiality regarding school/workplace matters in accordance with state and federal law.

• Demonstrates initiative in identifying opportunities for improvement in areas of responsibility.

• Responds to inquiries and requests in a timely and positive manner.

• Maintains and submits required reports, records, and correspondence in a timely and accurate manner.

• Properly cares for equipment and material resources of the school system.

• Uses effective collaboration skills to work as a productive team member.

• Adheres to school system rules, administrative procedures, local Board policies, and state, federal, and local laws.

• Reports absences and takes leave in accordance with Board policies and procedures.

• Performs any other job-related duties as assigned by Supervisor(s).

Important Notes

Essential Duties: Job descriptions are designed and intended only to summarize the essential duties, responsibilities, qualifications, and requirements for the purpose of clarifying the general nature and scope of a position’s role as part of the overall organization. Job descriptions do not list all tasks an employee might be expected to perform and they do not limit the right of the employer/supervisor to assign additional tasks or otherwise to modify duties to be performed – even if seemingly unrelated to the basic job. Every employee has a duty to perform all assigned tasks (An employee who is assigned a duty or task believed to be unlawful should report the assignment to their direct supervisor). It should also be noted that the order of duties/responsibilities as listed in the job description is not designed or intended to rank the duties in any order of importance relative to each other.

Minimum Requirements: In filling a vacant position, preferred or required credentials regarding education, training experience, and other bona fide occupational qualifications may be established. The credentials shown in the job description may be interpreted only as the minimum criteria existing at the time the description was developed. Other bona fide occupational qualifications and criteria may be used as needed in the selection process.

The Guntersville City Schools System does not discriminate on the basis of age, race/color, religion/creed, gender, national/ethnic origin, disability, or citizenship status.