SUMMARY
Under the direction of the Superintendent and in compliance with established policies, procedures and practices, the Executive Assistant to the Superintendent will Perform highly responsible administrative and secretarial duties, process administrative and clerical detail and handle complex administrative matters independently; plan, manage and coordinate activities necessary for the effective operation of the district; record, transcribe and independently prepare correspondence, records and reports; perform public contact and related clerical and secretarial work; and perform related work as required.
PRINCIPAL DUTIES AND RESPONSIBILITIES
• Assist the Superintendent with administrative matters; interview callers, exercising considerable judgment and applying experience in making decisions; provide information in accordance with established procedures and policies; refer problems requiring technical answers to appropriate administrators.
• Coordinate preparation of the Board of Education agenda; assure proper content, format, order and supporting documentation; confer with submitting departments as needed regarding revisions and corrections; incorporate materials into resolution form for presentation to the Board; attend Board meetings.
• Oversee and coordinate the preparation of official minutes of Board meetings; maintain official record of the minutes.
• Provide assistance to the Board of Education as needed, including research of policy questions and coordination of Board requests and activities; maintain subject indexes of Board actions for historical and reference purposes; maintain other records required by policy, regulations or law.
• Maintain Superintendent's calendar; arrange for meetings of the Superintendent with various groups both within and outside the District.
• Conduct initial interviews on the phone or in person with students, teachers and parents; answer questions, refer to appropriate staff member and schedule appointment with the Superintendent; receive and resolve complaints as appropriate or refer matters to proper personnel.
• Screen and route the Superintendent's incoming correspondence; indicate coverage and action required; follow up to assure prompt response or action, consulting, as necessary, with legal advisors and other administrators including FOIA requests.
• Remain current concerning issues, situations and conditions of special interest to the Superintendent and Board members.
• Exercise discretion in disseminating information, explaining policies and procedures and speaking as directed for the Superintendent in personal and telephone contacts and meetings.
• Compose effective correspondence independently; reference policies, rules and regulations in preparing correspondence; review and edit material prepared by others.
• Perform a variety of general secretarial duties including sorting and routing mail; receive and refer telephone calls; operate computer, copier, dictation equipment, electronic typewriter and recording machines and equipment as required.
• Handle the process for property transfer requests.
• Serve as district contact with NEOLA on bylaws, guidelines and policies, in additional to the superintendent.
• Supports the districts with maintenance of website by posting updates for Transparency Reporting, A/P, Payroll and HR Webpages.
• Assist the facility coordinator with clerical support including FMX work order system, EMS Room Reservation Requests (internal and external), Facility Use Applications and Emergency Announcement.
• Maintain the PowerSchool system.
• Maintains central office supply inventory and requests.
• Assists with event planning for the district as needed.
• Other duties as assigned.
The listed tasks are intended to describe the nature and level of work being performed by a person in this position. This is not an exhaustive list of all job duties performed nor is it expected that all positions will be assigned every duty.
QUALIFICATIONS
CERTIFICATES, LICENSES, REGISTRATIONS (If Applicable):
Required
• Current Notary Public or be eligible for.
Desired
• Michigan School Business Officials Pupil Accounting Specialist (PAS) and/or Business Office Specialist (BOS) certification
EDUCATION, TRAINING & EXPERIENCE:
Required
• Possession of an associates' degree in a related field.
• Three (3) years or more progressively more responsible secretarial and clerical work experience.
Desired
• Five (5) or more years secretarial and clerical work experience providing support to senior executive level positions.
KNOWLEDGE, SKILLS & ABILITIES
• Considerable knowledge of the business communications, including grammar, spelling, punctuation, and styles.
• Knowledge of the methods employed to collect, analyze, and interpret data.
• Knowledge of administrative software applications e.g. content management systems, general ledger, human resources, payroll and benefits systems.
• Knowledge of basic accounting, school finance, and pupil accounting.
• Skill in typing, dictation/transcription, and/or note taking.
• Skill in word processing, spreadsheets, databases and other business related information systems.
• Ability to develop and maintain positive working relationships with all stakeholders.
• Ability to evaluate and analyze information from multiple sources in order to ensure compliance with policies, regulations and laws.
• Ability to plan, prioritize and coordinate complex, multiple projects in a fast-paced environment.
• Ability to communicate effectively with a variety of audiences both orally and in writing.
• Ability to work both independently and cooperatively as a team member or facilitator.
• Ability to exercise discretion and confidentiality in dealing with all stakeholders.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write reports and correspondence, and draft and edit work for others.
• Ability to communicate effectively with individuals and groups.
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, percent; ability to create graphs.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to learn and utilize new software programs as needed.
PHYSICAL EFFORT & WORKING CONDITIONS:
• Sitting - possibility of long periods of time
• Standing/Walking/Bending/Stooping - infrequent, consistent with typical office environment.
• Lifting - minimal
SPECIAL CONSIDERATIONS
• Position may require occasional work evenings and weekends.
• Position requires the employee to provide his/her own transportation for job related travel.
• Position requires regular and predictable attendance at the workplace.
Eaton RESA does not discriminate on the basis of race, color, national origin, sex (including sexual orientation and transgender identify), disability, age, religion, height, weight, marital or family status, military status, genetic information, or any other legally protected category (collectively "Protected Classes"), in its programs and activities, including employment opportunities. In addition, arrangements can be made to ensure that the lack of English language proficiency is not a barrier to admission or participation. Civil Rights Coordinators are located at 1790 E. Packard Hwy, Charlotte, Michigan to handle inquiries regarding the nondiscrimination policies and grievance procedures. Telephone (517) 543-5500.