Executive Assistant for Board and Superintendent Leadership (clerical)

SUMMARY: Performs organizational and managerial duties to assist the superintendent and Board of Education in ensuring successful learning for all students. Responsibilities include prioritizing and executing complex, competing tasks; ensuring smooth work flow; coordinating meeting arrangements; taking and preparing official minutes; communicating with excellence in person, in writing, and/or via social media; and setting the district standard for customer service.  Requires extremely strong technology skills, project coordination experience, and the ability to work well with all levels of employees, as well as parents/guardians, business people, community members and members of an elected School Board. 

ESSENTIAL RESPONSIBILITIES included the following:

Other duties may be assigned.

Communication

1. Selects and uses the most appropriate method (in person, voice, e-mail, written, or social media) to courteously, effectively, and timely communicate information.
2. Composes well written correspondence/reports/website posts and/or email messages for own use or for the Superintendent's approval.
3. Proofreads and edits communication to assure it meets the highest standards of language use, clarity, and effectiveness.
4. Creates presentations on critical information for the Superintendent's use in meetings with the School Board, administrators, and staff.
5. Screens, analyzes, delegates, and then organizes essential mail in priority action order for the Superintendent.
6. Processes timely replies on own initiative (routine) or from Superintendent's dictation or notes.
7. Researches then drafts executive summaries or abstracts of reports, minutes, or other information as requested.
8. As requested, maintains information on the website and/or social media representing communication of the Superintendent and/or the School District.
9. Assures confidential handling of all information.
10. Answers the Superintendent's telephone, handling a large variety of calls from the public, employees, and other agencies with the highest level of customer service.
11. Handles all inquiries within designated authority.
12. Analyzes the nature of inquiries and then courteously routes calls elsewhere in the organization as needed and/or most appropriate.
13. Schedules callbacks to protect Superintendent's time and provides back-up materials for scheduled callbacks.
14. Supports the Department of Communications and Engagement by being cross-trained in parent communications software, Facebook, and other applicable programs.

 Data & Records Management

1. Maintains secure official digital and hard copies of School Board and District policies, procedures, and District administrative guidelines on a current and historical basis.
2. Manages digital and paper records relevant to the office of the Superintendent and School Board matters, including official files of the School Board, and minutes.
3. Oversees maintenance of district records in accordance with Wisconsin state statues and district records retention policy.
4. Ensures all documents submitted to the Office of the Superintendent are complete and filled out accurately.
5. Assists staff at all levels and members of the School Board with requests for historical information, policies, procedures, and guidelines.
6. Supports the response to Open Records Requests

 Meetings

1. Assists the President and the Superintendent leadership team in creating Board meeting agendas for Regular, Special and Closed Session meetings of the Board of Education.
2. Assists the Vice-President with the development of facilitation of the Board's Annual Planning Calendar.
3. Coordinates the schedules of many individuals to arrange critical meetings as far in advance as possible using digital calendars and social media tools.
4. Coordinates District Cabinet and other meetings as requested.
5. Assures notices of public meetings are properly published and/or posted in accordance with Wisconsin state law.
6. Arranges meeting facilities in advance.
7. Monitors status of reports that go to various meetings, and ensures documents submitted from multiple departments meet deadlines.
8. Acts as recording secretary, and prepares official minutes for School Board, Committee, and District Cabinet meetings.
9. Takes part in administrative meetings as requested to assure project and clerical follow through.

 Priorities & Projects

1. Supports the timely submissions of Board Monitoring Reports for Student Results, Operational Results, and Operational Expectations.
2. Researches topics as directed to provide the Superintendent with necessary information to manage the District.
3. Manages the Superintendent's schedule; adjusting the schedule in accordance with changing priorities.
4. Manages administrative and organizational details for assigned projects, enabling Superintendent to focus on the district's strategic plan and community engagement.
5. Updates and tracks down delegated tasks to ensure progress to deadlines.
6. Communicates with designated leadership as defined in District Policy CI, Stability of District Leadership and takes initiative appropriately in the Superintendent's absence.

 Routines

1. Maintains a neat, orderly and professional looking office environment, setting the standard of professionalism for all district offices.
2. Maintains office procedures "manual" and "reminder system" to ensure consistent performance routines.
3. Initiates "exception reporting" systems to handle routines without direct supervision.
4. Checks deadlines on incoming requests and puts preliminary work in motion.
5. Prepares purchase requisitions and tracks approval processes for various purchase orders, pay requests, invoices, and other documents related to the School Board, departmental supplies, or as requested by the Superintendent.
6. In consultation with the Superintendent prepares and manages Superintendent's and School Board budgets.

 Travel

1. Arranges travel for the Superintendent and School Board members, as requested.
2. Prepares itinerary, trip file, necessary supplies, and materials.
3. Prepares expense report for the Superintendent.
4. Completes expense reports after trips.

 Visitors

1. Ensures visitors have a positive experience.
2. Manages Superintendent's time with visitors.
3. Screens and schedules visitors to control interruptions.
4. Provides back-up materials as needed before scheduled visitors arrive.

SUPERVISORY RESPONSIBILITIES: 

None, but this position works closely with district administrative team and school board members.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to eligible individuals with disabilities to perform the essential functions.

1. The ability to communicate effectively orally and in writing is essential.
2. Must have advanced computer skills including a demonstrated proficiency in:
   1. Microsoft Office suite (Word, Excel, and Power Point) and/or equivalent programs in Google Docs.
   2. Keyboarding with accuracy 40+ wpm
   3. Transferring skills between various devices, including laptops, computers, and tablets (iPad).
   4. Email and other forms of social media.
3. Aptitude to quickly learn and become proficient with the following district-specific software or data systems:  BoardDocs, GroupWise email, Skyward, Google Docs, Infinite Campus, Moodle, CMS4Schools, and LaserFiche.  Proficiency in one or more of these programs is preferred.
4. Superior organizational skills with attention to detail, strong problem solving skills, and the ability to work effectively as a part of a high performance/high passion team.
5. Sound judgment in handling sensitive situations and confidential information with integrity and professional demeanor.
6. A proven record of interacting with individuals at all levels of an organization, business contacts, and members of the public with excellent customer service.
7. Flexible, innovative approach to work in order to manage competing priorities in a fast-paced, time-critical environment.

EDUCATION and/or EXPERIENCE:

Bachelor's degree or equivalent and three to five years of experience as an executive assistant or in an executive support function, or an equivalent combination of education and experience.  A Bachelor's degree and previous experience in an educational environment is preferred.

COMMUNICATION AND LANGUAGE SKILLS:

Ability to read and interpret documents such as district reporting forms, procedure manuals, and governmental regulations. Ability to write reports and business correspondence.  Ability to effectively present information and respond to questions from diverse groups of administrators, school board members, staff, and the general public.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, divide, and calculate decimals and percents.

ANALYTICAL AND REASONING ABILITY: 

Ability to apply common sense understanding to carry out instructions furnished in written, verbal, digital, or diagram form. Ability to define problems, collect data, establish facts, and draw valid conclusions and deal with problems involving several abstract and concrete variables.

PHYSICAL ATTRIBUTES: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear and operate a computer.  The employee is occasionally required to stand, walk, and reach with hands and arms.  The employee must occasionally lift and/or move up to 20 pounds, such as boxes of paper.  Specific vision abilities required by this job include close vision.

WORK ENVIRONMENT:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is moderate, but can be disrupting at times.  Position usually demands meeting deadlines with severe time constraints. 

PHYSICAL REQUIREMENTS:

Shall complete a physical examination as required by Wisconsin Statute 118.25.

SPECIAL WORK SCHEDULE REQUIREMENTS:

Required to work flexible hours as needed for evening School Board and other District meetings.