Executive Administrative Assistant/Board Clerk

Montgomery County Schools•Troy, NC

4d•Onsite

About The Position

The Executive Administrative Assistant/Board Clerk under minimal supervision, performs highly complex work with extensive decision-making discretion performing administrative support work for the Superintendent. This position provides a wide variety of complex and confidential administrative and clerical support; interprets policy and administrative regulations to officials and the public; analyzes requests and provides recommendations for action; communicates information on behalf of the Superintendent. Employee also serves as the designee of the Superintendent in the role of Board Clerk. Employee performs administrative support work to carry out Board of Education policies and procedures under the direction of the Superintendent. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

Thorough knowledge of principles and practices of public schools
Thorough knowledge of required records preparation and maintenance
Thorough knowledge of county and school board policies, procedures, and standards regarding school systems
Knowledge of accounts payable policies, practices, and procedures; general knowledge of routine accounting principles
Ability to maintain professional and emotional control under stress
Ability to reflect appropriate response to situations, while maintaining a professional and personal demeanor
Ability to learn and use specialized tools, equipment or software related to business needs
Ability to implement local, state, and federal rules, guidelines, and procedures into daily business operations
Ability to communicate effectively
Ability to monitor a budget
Ability to reason, make judgments, and maintain effective working relationships
Ability to employ positive communication skills in all settings/mediums
Ability to problem-solve utilizing sound judgment
Ability to maintain confidentiality regarding school system business
Ability to take initiative, work independently, and exercise sound judgement
Demonstrated ability to work effectively in a deadline-driven, rapidly changing team environment
High School Diploma or equivalent required
Minimum of five (5) years’ experience in office environment with complex duties preferred
Equivalent combination of experience and education
Possess and maintain a valid Driver’s License or ability to provide own transportation
Travel to school district buildings and professional meetings
Work requires the occasional exertion of up to ten pounds of force
Work regularly requires exchange of accurate and detailed information through oral and written communication
Constantly operates a computer and other office business equipment
Ability to remain in stationary position for required meetings/work
Ability to move to other work locations
Visual acuity requires preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities
Hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications
Work requires preparing and analyzing written or computer data, operating standard office equipment, and the use of advanced technology
Work occasionally requires exposure to outdoor weather conditions
Work is generally in a moderately noisy location (e.g., business office, light traffic)
Requires the ability to deal with people beyond giving and receiving instructions
Must be adaptable to performing under mild to high levels of stress

Nice To Haves

Associate degree preferred

Responsibilities

Adhere to all state, federal, and local laws, policies, and procedures
Serve as communication point of contact for Superintendent and Board through release and explanation of public and non-controversial information
Implement best practices with customer service by receiving, reporting, and responding to all mediums of inquiry in a timely and professional manner
Assist in monitoring department or program budgets to include gathering pertinent data, analyzing requests, and processing information for assigned areas
Collaborate, organize, and manage administrative meetings as assigned/required
Collaborate, develop, plan, and implement budget management strategies that include generating budget reports using district adopted software as needed/required
Coordinate and assist with scheduling of meetings involving Board members
Schedule and attend pre-agenda meetings with the Superintendent, Chairman of the Board of Education and Vice-Chairman of the Board of Education
Review draft Board meeting agendas with senior leadership team for input prior to pre-agenda review
Responsible for the development and distribution of monthly electronic Board agendas
Attend all Board meetings (regular, work sessions, special called meetings)
Take and transcribe minutes of all Board meetings
Liaison to the School Board Attorney on matters such as agendas, minutes, etc.
Maintain comprehensive files on all Board meetings, activities and correspondence
Maintain calendar of Board meetings and activities
Process Board documents for Chairman's signature
Responsible for dissemination of incoming and outgoing mail to Board members
Manage substantive or sensitive questions requiring research or technical knowledge and provide oral or written responses on behalf, or for signature by, the Board Chairman, Board members as necessary and as directed by the Superintendent
Maintain Board training credits that members receive for certification and apply for credit for members for locally sponsored training
Serve as contact person for dissemination of information from NCSBA, NSBA, etc.
Complete travel plans, itineraries, agendas, and expense reports of expenditures and reimbursements for travel-related meetings
Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
Plan and coordinate a wide variety of special projects, activities and/or events for the Superintendent and Board (e.g., meetings, receptions for special events, luncheons, dinners, workshops, travel/accommodations)
Prepare a wide variety of reports, documents, and correspondence of a confidential and non-confidential nature (e.g., letters, memoranda, charts, periodic and ad-hoc reports, operational procedures, manuals, newsletters) for the purpose of documenting activities, providing written reference, and/or conveying information
Complete local, state, or federal surveys and reports accurately and promptly
Participate in professional development workshops
Create an inclusive environment with positive communication/public relations
Perform related work as assigned or required