Senior Executive Assistant (Clerk to the Board); Exempt RB# 25-363

Buffalo Public Schools•Buffalo, NY

22d

About The Position

The Sr. Executive Assistant (Clerk of the Board) is a high-level secretarial position involving the performance of routine administrative business and complex secretarial tasks. The employee serves as assistant to the nine elected members of the Board of Education. The Sr. Executive Assistant (Clerk of the Board) acts on behalf of the Board of Education in accomplishing administrative business and organization efforts. The employee facilitates the discharge of the Board of Education’s statutory responsibilities and coordinates with the Superintendent of Schools. Will influence policies, be involved in decision making, and oversee the day-to-day operations of the Board of Education Office General supervision may be exercised over other staff within the Board of Education Office. The Clerk of the Board is required to work at night when attending meetings, elections and special sessions. This employee works independently under general supervision from, and reports directly to, the Board President or Superintendent of the School. Does related work as required.

Requirements

Thorough knowledge of office terminology, practices and procedures
Ability to proofread not only for spelling, grammar and punctuation but also for sense, consistency and quality
Good knowledge of office management techniques; working knowledge of first line supervision when applicable to position
Record keeping ability
Ability to operate a variety of office equipment including a computer and applicable software
Ability to interpret and transmit administrative directives and policies; ability to conduct research and make recommendations
Ability to monitor expenditures; ability to prioritize workload in accordance with administrator’s priorities; ability to independently resolve problems
Ability to review, prioritize and take action on administrator's mail and inquiries as appropriate
Ability to communicate orally and in writing
Ability to understand, follow and interpret oral and written directions
Ability to purchase office equipment and supplies
Ability to establish and maintain professional relationships with staff and the public
Physical condition commensurate with the demands of the position
Proven ability to work under pressure and coordinate within all levels of District management
High attention to detail
Ability to conduct financial analyses, justification, and forecast studies
Experience working with and maintaining sensitive and confidential information
Cooperative team player and proficient hands-on contributor
Exercises good judgment, tact, flexibility, organizational and planning skills
Ability to work in fast-paced environment
Bachelor's degree from a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education with concentration in Business or Public Administration preferred and five (5) years of administrative and/or policy analysis experience with three (3) years of supervisory experience in any field; experience working in a school district or government environment is preferred; OR B.) Associate’s degree from a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education with concentration in Business or Public Administration preferred and seven (7) years of administrative and/or policy analysis experience with five (5) years of supervisory experience in any field; experience working in a school district or government environment is preferred.

Nice To Haves

experience working in a school district or government environment is preferred

Responsibilities

Serves as the Clerk at Business and Special Meetings of the Board and Public Hearings
Supervises, plans, directs and organizes the work activities of the other staff assigned to the Board’s Administrative office and ensures that they are utilized within the best practice for the Buffalo City School District
Draft correspondence, specifically that which calls for legislative advocacy and/or legislative and regulatory concerns, on behalf of the Board; prepare documentation for weekly (scheduled) Leadership Meetings
Serves as a liaison between the Superintendent of Schools, administrative staff, and the Board
Provides administrative management of the Board’s Office including approval of the Request Leaves of Absence and related time approval functions
Serves as the point person for the Board with District personnel and external partners and constituents
Provides Board policy and administrative regulations to general public; maintains Board policy manual, administrative rules and regulations, by-laws, review and approves meeting minutes in current status and for public inspection
Keeps Board members apprised of relevant matters of concern and handles details of matters of protocol
Certifies Board resolutions and prepares documents requiring the Board seal; maintains custody of the Board seal
Designs and conducts such research as required for Board members
Collaborates with District departments to obtain the most recent data and identify opportunities for the Board to engage with stakeholders
Exercise independent judgment to recommend, implement, and review departmental and/or organizational objectives
Provide foresight to organizational and strategic planning based on current and past trends
Support the Board’s Governance
Manages the elections registration and financial process during Board of Education election years
Implementation of Policy #1331 on all basic Sr. Executive Assistant duties
Planning and preparation with the Superintendent of all Board agendas for work sessions and business meetings
Planning for all arrangements related to holding business meetings and work sessions (cont’d)
Review, preparation, and correcting of monthly Board Docs items submitted by Cabinet Members
Planning Board Retreats, special meetings and participation in regional Board of Education events
Liaison to Erie County Association of School Boards
Liaison and administrative duties relating to Board of Education elections and annual reorganization
Management of Board of Education redistricting process and facilitator of redistricting committee
Management and facilitator of Board of Education Ethics Committee
Conducts other duties assigned by the Buffalo Board of Education President and other members of the Board