Executive Assistant to the Superintendent

Smithville ISD•Smithville, TX

43d

About The Position

Work under minimum supervision to ensure the efficient operation of the Superintendent's office and provide clerical services to the Superintendent and Board of Trustees. Handle confidential and sensitive information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.

Requirements

High school diploma or GED
Knowledge of school district organization, operations, and administrative policies
Ability to read and comprehend instructions, short correspondence, and memos
Ability to make independent decisions regarding planning, organizing, and scheduling
Excellent public relations, organization, communication, and interpersonal skills
Ability to use software to develop spreadsheets, perform data analysis, and do word processing
Ability to multi-task numerous complex administrative activities
3 years or more advanced secretarial experience with extensive contact with people

Responsibilities

Organize, prepare, and post official board agenda and records for board meetings and distribute to board members and others as required.
Attend and record minutes of executive staff and board meetings as required.
Composes correspondence independently on a variety of matters including those of confidential and highly sensitive nature; prepares, formats, edits, proofreads and revises various letters, forms, reports, contracts, memoranda, and other written materials.
Maintains designated budgets and assures assigned accounts are accurate and expenditures are within requirements; prepares financial documents including budget transfers, reimbursement claims and related materials.
Comply with policies established by federal and state laws and regulations, and local board policy.
Answer incoming calls and greet visitors. Respond to routine inquiries from the public, board members, and staff and refer appropriate inquiries or problems to the superintendent or other administrators.
Schedule appointments and maintain the superintendent's calendar.
Assists with clerical duties for the Human Resources department.
Assign work to executive office clerical staff as needed and oversee completion.
Assist with travel arrangements for board members and administrators as needed, including hotel reservations, conference registration, and reimbursements.
Compile, maintain, and file all reports, records, and other documents as required.
Assures the proper handling, storage, and issuance of confidential materials and information.
Follow district safety protocols and emergency procedures.