Board Clerk/Secretary to Superintendent

Western Heights Public Schools•Oklahoma City, OK

1d•Onsite

About The Position

This role provides direct executive-level administrative support to the Superintendent and serves as the primary administrative support for the Board of Education. The position involves managing calendars, scheduling, preparing correspondence and reports, maintaining confidential records, and acting as a liaison for the Superintendent's office and the Board. Key responsibilities include preparing and publishing meeting notices and agendas, attending meetings to record minutes, and maintaining official Board documentation. The role also requires strong communication skills for interacting with the public, staff, and students, as well as managing office operations and assisting with district initiatives.

Requirements

Strong knowledge (or ability to learn quickly) of the Oklahoma Open Meeting Act, board governance procedures, and records practices.
Excellent written communication skills, including minute-taking, grammar, and professional formatting.
High discretion and ability to handle sensitive/confidential information consistently and appropriately.
Strong organization, attention to detail, and ability to manage multiple deadlines.
Effective interpersonal skills with a service-oriented, calm, and professional approach.
Proficiency with Microsoft Office/Google Workspace, board agenda/minutes software (if used), and standard office equipment.
Ability to stand/walk approximately 7-8 hours per day.
Frequent to continuous bending/stooping.
Occasional to frequent squatting/crouching.
Occasional to frequent crawling/kneeling.
Frequent to continuous reaching above shoulder.
Continuous pushing/pulling.
Occasional lifting of 50-75 pounds.
Use of both hands for repetitive actions requiring simple/firm grasping and/or fine manipulation.
Hearing/speaking ability to communicate with fellow workers and the students/public.
Mental requirement to understand and follow instructions and avoid safety problems.
People skills to work with students, teachers, and fellow employees.
Ability to follow safety guidelines and policies to avoid accident and injury.
Ability to follow school dress standards, proper attendance or leave policies, and other work-habits concerns.
Must use initiative and self-discipline to get the work done.
Must be able to cooperate with other staff members and have a positive attitude towards staff, students, and the public to enhance educational goals.

Responsibilities

Serve as primary administrative support for the Board of Education and Board meetings.
Prepare and publish Board meeting notices and agendas in accordance with the Oklahoma Open Meeting Act and District timelines.
Compile Board agenda packets, coordinate submission deadlines, and ensure supporting documentation is complete.
Attend all regular and special Board meetings (including evenings) and record accurate minutes, motions, votes, and actions.
Draft, finalize, and distribute Board minutes within required timelines; maintain official Board minute books and records.
Maintain Board policies, Board member rosters/terms, oaths, and other official Board documentation as assigned.
Support Board elections processes and filings as assigned (as applicable).
Coordinate Board professional development, travel documentation, and required disclosures when directed.
Provide direct executive-level administrative support to the Superintendent, including calendar management, scheduling, meeting preparation, and follow-up.
Serve as a gatekeeper for the Superintendent’s office by routing requests, prioritizing needs, and ensuring prompt customer service.
Prepare correspondence, reports, presentations, and memoranda; proofread for accuracy and professionalism.
Coordinate leadership meetings, take notes as requested, and track action items to support completion of priorities.
Maintain confidential records and communications related to personnel, student matters, legal issues, and District operations.
Provide professional front-line service for calls, visitors, and written communication directed to the Superintendent’s office and Board.
Respond to general inquiries and route concerns to the appropriate department while maintaining confidentiality and professionalism.
Coordinate communications related to Board meeting schedules and public participation processes.
Maintain organized electronic and physical filing systems for Board and Superintendent records in accordance with retention requirements.
Assist with open records requests by coordinating document collection and maintaining logs, as directed by leadership.
Manage office workflow, purchasing requests, and inventory for the Superintendent’s office within District procedures.
Support districtwide initiatives and special projects assigned by the Superintendent.