Secretary to Board of Education

Academy School District 20•Colorado Springs, CO

5d•$29 - $31•Onsite

About The Position

Secretary to Board of Education primarily supports the Board of Education in the effective and efficient execution of their duties as publicly elected officials, both as individual directors and as a corporate body, in coordination with the Superintendent of Schools and the Board of Education protocols. This position also assists the Superintendent. The following statements are illustrative of the essential functions of the job and other key duties that may be required. The description may not include all functions performed by the incumbents in various locations. The district reserves the right to modify or change the duties or the essential functions of this job at any time and without notice. Reports consistently for work as scheduled Performs other duties as assigned Attains proficient or higher evaluations on established Performance Standards Assumes overall responsibility for administrative support to the Board of Education and supports the Superintendent as needed Assists the Board in assuring that Robert’s Rules of Order, Colorado Revised Statutes associated with board procedures and requirements, and district policies and procedures related to board operations are followed Attends and provides administrative support for the Board during all board meetings and other scheduled events including, but not limited to, board retreats and other related activities Conducts linkage meetings for the Board of Education as requested and attends, and provides administrative support for, all board committees and district stakeholder meetings Develops resolutions for board meetings Gathers information and resources as required by the Board in accordance with policy and procedures, which includes the construction of the Superintendent Update for each board meeting Maintains official district records as required in accordance with state and federal law and District policy Maintains the Board Library including an up-to-date Board Handbook using Board Docs, or similar tool Maintains and publishes board policies Maintains the District Seal Maintains accurate financial records for all Board of Education accounts, making disbursements and regular accounting reports as required by board policy and procedures, and state audit requirements Obtains training and acts as the designated election official for the district in compliance with Colorado Election Code Holds or obtains a valid notary license and performs all duties as certified notary public Manages written correspondence for board directors including opening (when appropriate), sorting, and distributing mail; drafting (when required) and sending written correspondence, such as letters of appreciation, sympathy, and congratulations Interacts with the public on behalf of the board, as required Keeps current the Board of Education’s calendar of events informing directors about all matters related to the calendar on a regular basis Makes travel arrangements for the board directors including coordination of schedule, registration, payment, reimbursement, and filing of travel reports Prepares and makes the announcement of board meetings as required by district policy and Colorado Open Meetings law Records and distributes for board review, and/or approval, accurate minutes of regular, executive session, agenda preparation and special meetings in accordance with policy and procedures Attends professional conferences including Colorado Organization and Superintendents' Assistants (COSA) and receives additional training, as required Orders supplies in support of board activities as needed Oversees the maintenance of information pertaining to board directors on the district’s website Prepares and distributes to board directors and the Air Force Academy Liaison, bi-monthly regular meeting packets, work study packets, retreat packets, or information packets pertaining to other meetings deemed necessary by the board Provides for the effective communication of information between the superintendent’s office and the board Provides for the setup and operational support of all board meetings including, but not limited to, providing meals, having available all necessary audio/visual/computer equipment, and arranging location Responds to phone inquiries and directs appropriate administrative responses through the Superintendent and Board President Schedules meetings and appearances for board directors as required

Requirements

Commitment to the education of students as a primary responsibility and communicates effectively with students and adults in a wide variety of settings
Ability to maintain confidentiality, specifically e.g., district policies, FERPA, HIPAA, and Colorado-specific privacy laws
Ability to work hours, days, locations, and assignments as directed by the supervisor within the position responsibilities
Ability to work well under pressure and during unexpected events
Ability to manage simultaneous demands and set clear priorities
Ability to adapt to changing technologies and to learn functionality of new equipment and systems
Ability to create, access, input, retrieve, and manipulate information in various software systems and demonstrate computer proficiency including office productivity applications
Ability to establish and maintain accurate record keeping, document management, and filing systems
Ability to perform routine bookkeeping and clerical accounting tasks effectively and efficiently
Ability to communicate effectively verbally and in writing and follow oral and written instructions
Ability to establish and maintain effective working relationships with individuals from many diverse backgrounds and professions including supervisors, administrators, coworkers, staff, students, parents, and the public
Ability to greet and interact with the public in a courteous and professional manner
Ability to work days, hours, locations, and assignments as directed by the supervisor within the position responsibilities
Ability to work independently without direct supervision
Ability to attain considerable knowledge of policies, procedures, and overall district functions
Advanced knowledge of technology and related software utilized within department
Demonstrated ability to work well with others in a team setting
Demonstrates citizenship, compassion, courage, discernment, excellence, honesty, hope, integrity, patience, perseverance, reliability, respect, responsibility, and trustworthiness
Demonstrates effective organizational and time management skills
Detail-oriented
Energetic, creative, innovative, flexible
Excellent cooperative, collaborative, and problem-solving skills
Knowledge of office methods and procedures including appropriate telephone etiquette
Knowledge of Special Education, other educational programming, and associated legal requirements as related to the needs of the students assigned to the teacher
Promotes a positive climate, culture, and community
Strong mathematical and analytical skills
Strong organizational, interpersonal, written, listening, and verbal communication skills
Student-centered and relationship-focused
Understanding of data privacy laws and their implications for the educational community
Willingness to participate in ongoing training as required
Administrative Assistant, Secretarial, Office Management, and/or Business Experience
Associate's degree or two or more years (48 semester hours or more of college with no degree)
High school graduate -high school diploma or equivalent

Nice To Haves

Bachelor's (Baccalaureate) degree (e.g., B.A., A.B., B.S.)

Responsibilities

Reports consistently for work as scheduled
Performs other duties as assigned
Attains proficient or higher evaluations on established Performance Standards
Assumes overall responsibility for administrative support to the Board of Education and supports the Superintendent as needed
Assists the Board in assuring that Robert’s Rules of Order, Colorado Revised Statutes associated with board procedures and requirements, and district policies and procedures related to board operations are followed
Attends and provides administrative support for the Board during all board meetings and other scheduled events including, but not limited to, board retreats and other related activities
Conducts linkage meetings for the Board of Education as requested and attends, and provides administrative support for, all board committees and district stakeholder meetings
Develops resolutions for board meetings
Gathers information and resources as required by the Board in accordance with policy and procedures, which includes the construction of the Superintendent Update for each board meeting
Maintains official district records as required in accordance with state and federal law and District policy
Maintains the Board Library including an up-to-date Board Handbook using Board Docs, or similar tool
Maintains and publishes board policies
Maintains the District Seal
Maintains accurate financial records for all Board of Education accounts, making disbursements and regular accounting reports as required by board policy and procedures, and state audit requirements
Obtains training and acts as the designated election official for the district in compliance with Colorado Election Code
Holds or obtains a valid notary license and performs all duties as certified notary public
Manages written correspondence for board directors including opening (when appropriate), sorting, and distributing mail; drafting (when required) and sending written correspondence, such as letters of appreciation, sympathy, and congratulations
Interacts with the public on behalf of the board, as required
Keeps current the Board of Education’s calendar of events informing directors about all matters related to the calendar on a regular basis
Makes travel arrangements for the board directors including coordination of schedule, registration, payment, reimbursement, and filing of travel reports
Prepares and makes the announcement of board meetings as required by district policy and Colorado Open Meetings law
Records and distributes for board review, and/or approval, accurate minutes of regular, executive session, agenda preparation and special meetings in accordance with policy and procedures
Attends professional conferences including Colorado Organization and Superintendents' Assistants (COSA) and receives additional training, as required
Orders supplies in support of board activities as needed
Oversees the maintenance of information pertaining to board directors on the district’s website
Prepares and distributes to board directors and the Air Force Academy Liaison, bi-monthly regular meeting packets, work study packets, retreat packets, or information packets pertaining to other meetings deemed necessary by the board
Provides for the effective communication of information between the superintendent’s office and the board
Provides for the setup and operational support of all board meetings including, but not limited to, providing meals, having available all necessary audio/visual/computer equipment, and arranging location
Responds to phone inquiries and directs appropriate administrative responses through the Superintendent and Board President
Schedules meetings and appearances for board directors as required