Executive Secretary to the Superintendent

Young World Physical Education; Anderson (SC); On-site; USD 40,000 - 55,000; Full time

Job summary

Young World Physical Education in Anderson, South Carolina is seeking an Executive Secretary to the Superintendent. This role involves providing confidential administrative and clerical support to the Superintendent and Board of Trustees.

Responsibilities include managing schedules, handling correspondence, and maintaining confidential files. The ideal candidate should have at least three years of experience in a school district secretarial role, be proficient in Microsoft Office, and possess strong interpersonal skills.

Qualifications

• Three years previous experience in a school district secretarial position.
• Strong knowledge of school district operations, services, and policies.
• Ability to prioritize tasks and make independent decisions.

Responsibilities

• Provide confidential administrative support to the Superintendent.
• Coordinate with the Board of Trustees for meetings and public hearings.
• Screen calls and assist visitors at the Superintendent’s office.

Skills

Interpersonal skills

Multitasking

Decision making

Secretarial skills

Oral and written communication

Microsoft Office proficiency

Organizational skills

Ability to take dictation

Education

Completion of high school or GED

Some college preferred

Tools

Computers

Fax machines

Collating machines

Postage machines

Laminating machines

Job description

Executive Secretary to the Superintendent

Anderson County School District 5, Anderson, South Carolina

Starting Date: Immediately

Position Overview

The purpose of this classification is to provide confidential administrative and clerical support services to the Superintendent, Board of Trustees, and District personnel. The role assists in establishing a professional office environment and works cooperatively to support the educational mission of the District.

Essential Duties

• Act as secretary to the Superintendent, arranging and scheduling appointments, meetings, travel, and communicating advice and direction.
• Act as secretary to the Board of Trustees, coordinating member polling, meetings, public hearings, technical requirements, and catering.
• Provide customer service by screening incoming calls, assisting visitors, and directing calls and guests appropriately.
• Maintain the Superintendent’s calendar of deadlines, meetings, and other events.
• Stay abreast of current District issues to project a professional image and relay information to personnel or the public.
• Maintain confidential files for the Superintendent, including personnel, student matters, and principal evaluations.
• Conduct interviews with personnel, parents, students, and other patrons regarding concerns with the Superintendent.
• Attend regular and special Board of Trustees meetings, committee meetings, work sessions, public hearings, or retreats as needed.
• Record proceedings of Board of Trustees meetings, transcribe and edit minutes, prepare final copies for official records, and post copies to the District website.
• Maintain current files of Board policies and disseminate new or revised policies to District and school administrative staff.

Additional Duties

• Review incoming mail and route to appropriate staff members.
• Inform the Superintendent of situations regarding school issues.
• Prepare agendas and supporting materials for the Superintendent’s Leadership Team, Board of Trustees meetings, and other meetings; disseminate meeting notices to the media.
• Prepare weekly attendance reports for the Superintendent’s office and submit to payroll; reconcile credit card statements.
• Maintain permanent filing systems for the Superintendent’s office and minimal filing systems for the Board of Trustees.
• Coordinate the annual Retirement Banquet.
• Design documents and brochures.
• Prepare and disseminate Inclement Weather Procedures.
• Prepare purchase and warehouse orders as required.
• Maintain current listings of telephone and address information for personnel, specific groups, and emergencies.
• Provide administrative support for Opening Day activities.
• Perform clerical duties, including drafting letters and memorandums, placing telephone calls, and requisitioning office supplies.

Knowledge, Skills, and Abilities

Knowledge of school district operations, services, and policies; general office procedures and protocols; financial rules, regulations, and laws; knowledge of Robert’s Rules of Order. Strong interpersonal skills; ability to prioritize, multitask, and make concise independent decisions; advanced secretarial skills; effective oral and written communication; proficiency in Microsoft Office and related software; organizational skills; ability to take dictation (shorthand or equivalent).

Tools and Equipment Usage

Use computers for data entry, word processing, spreadsheets, PowerPoint, and custom applications. Use fax, collating, postage, laminating machines, and other office equipment.

Education

Completion of high school or GED. Education may be substituted for experience. Some college preferred.

Experience

Three years previous experience in a school district secretarial position. Experience may be substituted for education.

Licenses and Certification

None required. A highly qualified certification is preferred.

Physical Requirements

Standing under one-third of the time; walking under one-third; sitting over two-thirds; gripping or feeling with hands none; reaching with hands and arms under one-third; climbing or balancing none; stooping, kneeling, crouching, or crawling under one-third; talking or hearing one-third to two-thirds; tasting or smelling none.

Weight Lifting

Up to 10 lbs under one-third of the time; up to 25 lbs none; up to 50 lbs none; up to 100 lbs none; more than 100 lbs none.

Vision Requirements

No special vision requirements.