Executive Administrative Assistant

NOME

PUBLIC

SCHOOLS

P.O.

Box

131

Nome,

AK

99762

http://www.nomeschools.org

Telephone

(907)

443-2231

Fax

(907)

443-5144

Executive

Administrative

Assistant

to

Superintendent

and

Board

of

Education

Secretary

REPORTS

TO:

Superintendent

and

Board

of

Education

JOB

CLASSIFICATION:

Classified

Employee

HOURS:

7.5

hours

per

day,

260

days

per

year

PAY:

Range

E

of

Classified

Pay

Scale

NATURE

AND

SCOPE

OF

JOB:

The

job

of

Administrative

Assistant

to

Superintendent

and

Board

of

Education

was

established

for

the

purpose

of

assisting

the

Superintendent

in

the

daily

operation

of

the

district

as

well

as

the

planning,

implementing,

directing

and

maintaining

of

District

operations

by

providing

a

wide

variety

of

complex

and

confidential

administrative

and

secretarial

support;

analyzing

requests

and

providing

recommendations

for

action;

communicating

information

on

behalf

of

the

district

and

the

governing

board

to

its

staff,

other

districts,

public

agencies,

etc.;

and

overseeing

assigned

personnel.

This

position

is

an

executive

level

clerical

support

position

requiring

a

high

level

of

confidentiality,

skills

and

organization.

ESSENTIAL

FUNCTIONS:

Monitors

a

variety

of

activities

on

behalf

of

the

assigned

Administrator

(e.g.

Board

procedures,

public

relations

issues,

meeting

arrangements,

etc.)

for

the

purpose

of

achieving

goals

and

meeting

target

dates

in

compliance

with

established

guidelines

and

regulatory

requirements.

Participates

in

a

variety

of

meetings,

workshops,

and/or

trainings

for

the

purpose

of

providing

or

receiving

information,

recording

minutes,

and

supporting

the

needs

of

the

attendees.

Prepares

and

processes

a

wide

variety

of

complex

written

materials

for

the

District

and

the

School

Board

(e.g.

correspondence,

agendas,

minutes,

event

programs,

bulletins,

reports,

etc.)

for

the

purpose

of

communicating

information

and/or

creating

documentation

in

compliance

with

established

guidelines.

Researches

a

variety

of

topics

(e.g.

current

practices,

policies,

education

codes,

board

agenda

items,

parental

complaints,

legal

updates,

etc.)

for

the

purpose

of

providing

information

and/or

recommendations

and/or

addressing

a

variety

of

administrative

requirements.

Responsible

for

overseeing

the

District's

Board

Policy

manual,

including

ensuring

the

manual

is

current

and

participating

in

the

Board

Policy

Committee

Serves

as

the

District's

Migrant

Records

Manager;

responsible

for

attending

required

Migrant

Education

workshops

and

trainings,

assisting

with

Migrant

recruiting,

completing

federal

and

state

reports,

and

maintaining

Migrant

Education

records

for

the

district.

Serves

as

the

District

Registrar;

provides

transcripts

upon

request,

and

maintains

records

for

students

who

have

graduated

or

transferred

out.

Responds

to

a

wide

variety

of

calls,

concerns

and/or

complaints

for

the

purpose

of

resolving

problems,

providing

information

and/or

referring

to

appropriate

personnel.

Schedules

a

wide

variety

of

activities

and

sets

priorities

(e.g.

appointments,

meetings,

travel

reservations/accommodations,

facility

usage,

etc.)

for

the

purpose

of

making

necessary

arrangements

for

the

Superintendent,

board

members

and

other

district

staff.

Assists

AP/Purchasing

Agent

with

receiving

of

district

orders.

Scans

and

organizes

electronic

copies

of

employee

files

Supports

the

Superintendent

and

Board

of

Education

for

the

purpose

of

providing

assistance

with

their

functions

and

responsibilities.

Oversees

scheduling

for

several

itinerant

and

dorm

rooms.

Other

duties

as

assigned.

1

Job

Requirements:

Minimum

Qualifications:

The

individual

must

be

able

to

perform

each

essential

job

duty

and

responsibility

satisfactorily.

The

following

requirements

are

representative

of

the

knowledge,

skills,

and/or

other

abilities

needed

to

perform

the

job

at

a

fully

acceptable

level.

Skills,

Knowledge

and

Abilities

SKILLS

are

required

to

perform

multiple

tasks

with

a

potential

need

to

upgrade

skills

in

order

to

meet

changing

job

conditions.

Specific

skill-based

competencies

required

to

satisfactorily

perform

the

functions

of

the

job

include:

operating

standard

office

equipment

including

pertinent

software

applications;

planning

and

managing

projects;

preparing

and

maintaining

accurate

records;

and

utilizing

delegated

authority.

KNOWLEDGE

is

required

to

perform

basic

math,

including

calculations

using

fractions,

percentages,

and/or

ratios;

read

technical

information,

compose

a

variety

of

documents,

and/or

facilitate

group

discussions;

and

analyze

situations

to

define

issues

and

draw

conclusions.

Specific

knowledge-based

competencies

required

to

satisfactorily

perform

the

functions

of

the

job

include:

school

district

operations

and

philosophy;

concepts

of

grammar

and

punctuation;

and

business

telephone

etiquette

including

diplomacy,

calm

manner

and

diffusing

anger.

ABILITY

is

required

to

schedule

a

significant

number

of

activities,

meetings,

and/or

events;

gather,

collate,

and/or

classify

data;

and

use

basic,

job-related

equipment.

Flexibility

is

required

to

independently

work

with

others

in

a

wide

variety

of

circumstances;

work

with

data

utilizing

defined

but

different

processes;

and

operate

equipment

using

standardized

methods.

Ability

is

also

required

to

work

with

a

significant

diversity

of

individuals

and/or

groups;

work

with

data

of

varied

types

and/or

purposes;

and

utilize

a

variety

of

job-related

equipment.

Problem

solving

is

required

to

analyze

issues

and

create

action

plans.

Problem

solving

with

data

frequently

requires

independent

interpretation

of

guidelines;

and

problem

solving

with

equipment

is

moderate.

Specific

ability-based

competencies

required

to

satisfactorily

perform

the

functions

of

the

job

include:

adapting

to

changing

work

priorities;

effectively

communicating

with

diverse

groups;

maintaining

confidentiality;

meeting

deadlines

and

schedules;

working

with

constant

interruptions;

and

working

with

detailed

information/data.

Responsibility

Responsibilities

include:

working

under

limited

supervision

using

standardized

practices

and/or

methods;

and

directing

other

persons

within

a

small

work

unit.

Utilization

of

resources

from

other

work

units

is

often

required

to

perform

the

job's

functions.

There

is

a

continual

opportunity

to

impact

the

organization's

services.

Other

Skills

and

Abilities

The

employee

shall

also

maintain

confidentiality

regarding

district

business,

uphold

professional

appearance,

promote

a

harassment

free

environment,

have

the

ability

to

learn

and

utilize

equipment

and

business

applications

especially

as

the

same

are

upgraded,

and

perform

duties

in

full

compliance

with

all

District

and

Board

of

Education

policies.

Employee

may

frequently

lift

boxes/packages

up

to

50

lbs.

Experience

Job

related

experience

with

increasing

levels

of

responsibility

is

required.

Education

High

school

diploma

or

equivalent

required.

AA

degree

in

business

related

career

fields

preferred

but

not

required.

Training

and/or

experience

working

in

an

office

setting.

Nome

School

District

is

an

Equal

Employment

Opportunity

Employer

(Approved

03/25)

2