Executive Assistant to the Superintendent

Norfolk Public School District•Norfolk, VA

22h•Onsite

About The Position

Performs highly responsible secretarial and confidential administrative work as principal staff assistant to the Superintendent of Schools. An employee in this class is responsible for overseeing office operations and serving as the principal secretarial assistant to the Superintendent, with a view toward conserving the time of the Superintendent of Schools. The work requires a broad knowledge of the organization and regulations affecting the school system and the ability to interact effectively with top level officials (legislative, community, city as well as school), on frequently sensitive, confidential and controversial matters. Considerable judgment and tact is in handling the many diverse problems that occur. Improper action might have serious public relations implications or impair the operations of the Superintendent's office.

Requirements

Graduation from high school, including any courses in typing, word processing and office practices.
College level secretarial, administrative assistant and office management courses (Associate Degree preferred).
Extensive progressively more responsible secretarial experience, some of which shall have been at the level of Administrative Secretary.
Broad knowledge of major educational business office administrative support secretarial functions, modern office terminology, procedures, and equipment.
Comprehensive knowledge of the organization and functions of the school system, including established procedures and practices of the Office of the Superintendent, and the names and responsibilities of school division administrative staff.
Thorough knowledge of local, state and federal regulations which govern school division operations and ability to apply said knowledge to secretarial support level decisions.
Ability to manage clerical and administrative support activities of a large school-division, and to supervise and manage activities and staff.
Ability to communicate effectively, both orally and in writing.
Ability to make relatively complex mathematical computations rapidly and accurately.
Ability to interact with top level officials and all staff with tact, courtesy and diplomacy.
Ability to follow complex oral and written instructions.
Ability to work well under pressure with constant deadlines and frequent interruptions.
Skill in the use of a microcomputer and word processing equipment, spreadsheets and database software programs, and rapid data entry keyboarding functions.

Nice To Haves

Associate Degree preferred.

Responsibilities

Oversees office operations and serves as the principal secretarial assistant to the Superintendent.
Screens telephone callers and drop-in visitors, tactfully referring those which can be handled by other offices; personally handles many inquiries, including substantive questions requiring research or technical knowledge.
Maintains the Superintendent's day and night calendars, and schedules certain appointments and conferences without prior clearance; makes necessary arrangements for meetings or conferences, including space, time, and participants.
Prepares, for the Superintendent's signature, replies to general requests and routine letters on varied matters.
Reviews all outgoing correspondence requiring the Superintendent's signature for format, spelling, punctuation, and grammar before submitting for signature.
Supervises a subordinate clerical staff.
Types a variety of correspondence and reports from handwritten notes, dictation, or computer disk, using available computer, word processing machine or typewriter.
Processes statistical reports, forms and newsletters requiring a number of separate tabulations, often utilizing electronic-spread sheet programs.
Takes and transcribes meeting minutes.
Signs supervisor's name to correspondence of a routine nature.
Reviews incoming mail for action or for the Superintendent's eyes; retrieves appropriate background information to be attached to the correspondence or other materials; notes details pertinent to the Superintendent's calendar and future attention.
Collects data for and directs preparation of informal and formal dockets and packets for School Board meetings; composes letters ensuring that all pertinent details are addressed.
Handles arrangements for Superintendent's travel.
Attends all School Board meetings, including evening meetings, taking minutes and ensuring Superintendent has information to follow up on requests and administration action items.
Indexes and maintains files of Board meeting minutes.
Composes routine correspondence, newsletters and other communications; compiles data for questionnaires; prepares in-service materials; maintains control records on incoming correspondence and action documents, and follows up on work in progress to ensure timely response or action.
Organizes and maintains filing systems, according to standard filing procedures, and at times according to local, state or federal guidelines; maintains a log of staff assignments.
Tabulates and prepares reports of financial and statistical data; gathers and compiles data for inclusion in the yearly budget; prepares budget request for the Office of the Superintendent.