District Office Administrative Assistant / Board Secretary / Accounts Payable

Job Title: District Office Administrative Assistant / Board Secretary / Accounts Payable

Supervisor: Superintendent

Job Classification: Non-exempt

Job Summary

Assists the Superintendent in the discharge of responsibilities with emphasis on communications with school and community organizations, Board of Education, public agencies, and other community groups. Serves as administrative support and executive assistant to the district office staff by organizing office activities, handling various technical and legal procedures, and performing complex record keeping and filing duties; prepares committee, conference, and Board minutes.  Prepares twice monthly accounts payables.

Qualifications:

Any combination equivalent to sufficient experience, training and/or education to demonstrate the knowledge and abilities listed above. A typical way to obtain these would be:

• Education equivalent to graduation from a university or college.
• Two years of college or high school graduation with two years of business college.
• Five years of previous secretarial experience, one year in a school district desirable but not required.
• District experience in a related field may be substituted for formal education.

Knowledge and Ability:

• Ability to prepare memoranda, letters, reports, news releases, newsletters, bulletins, agendas, handbooks, and other correspondence, and to edit accurately.
• Ability to take and transcribe proceedings, minutes and notes from official meetings.
• Ability to answer inquiries and give assistance to staff, district personnel, the media and the public.
• Ability to evaluate and take appropriate action with mail.
• Ability to receive and direct telephone calls and messages.
• Knowledge of filing systems and the ability to maintain files � general and confidential.
• Ability to greet and screen visitors, schedule meetings, maintain calendar, and make travel accommodations and arrangements for the district office staff.
• Ability to research and compile data on assigned topics.
• Ability to keep accurate records.
• Ability to interact with agencies in matters pertaining to education.
• Ability to set priorities and work independently.
• Ability to establish and maintain effective working relationships.
• Ability to learn, interpret, and apply state/federal laws, legislative processes and local rules.
• Ability to serve as a liaison with departments and individuals relating information, policies, inquiries, and regulations of the Superintendent.
• Extensive knowledge of the operations, functions, and scope of authority of departments and offices related to handling and dispersing of information and requests for information.
• Knowledge of Board Policies and Administration Regulations.

Essential Functions of this position, which may change or evolve in the future, are, but not limited to, the following:

• Performs complex duties as confidential secretary to the Superintendent and district office personnel, assisting the district office with a variety of difficult and routine administrative details.
  •  Receives and transcribes highly confidential material; composes routine correspondence independently from own knowledge of matters involved.
  • Organize, file, retrieve and research information.

  • Prepares agenda and distributes minutes to administrative staff and the Board as appropriate; maintains files and meeting folders; prepares, formats, edits and proofreads written materials; types and prepares memos and lists; operates a variety of office equipment.

  • Provides secretarial services to the district office, including correspondence, travel, calendaring events, and perform special projects as assigned by Superintendent; assist in logistics for staff development as needed.
  • Assist with completion of contracts, inter-district transfers and agreements, including obtaining signatures and dispersing to entities.
  • Completes on-boarding check-list for each new hire which includes follow-ups on important paperwork.
  • Maintain accurate filing systems of general files and archives; maintains historical records for the District.
  • Acts as the information source regarding District policies and procedures.
  • Establish and maintain schedules for Superintendent and Board records, including digital scanning, storage and disposal. Knowledge of retention requirements for records.
  • Continuously review, update and keep the District's website current by formatting and uploading agendas, meeting minutes, public notices, newsletters, photos and other documents requested by Administration to the District's website.
  • Assists Superintendent with legal documents regarding personnel and other issues, as well as consultation with legal advisors.
  • BEA and OSEA: assists with documents and keeps records of negotiations and updates bargaining agreements with changes.
  • Creates original documents: letters, reports, handbooks, charts, minutes, resolutions, notices to parents and bulletins as required.
  • Proof documents for the District Office staff.
  • Make appropriate independent decisions.
  • Receives and appropriately responds to telephone calls, messages and requests.
  • Assists Superintendent and Administrators with student/parent/staff matters regarding complaints.
  • Gives support to other secretaries in the District.
  • Performs educational and clerical related duties as assigned.
  • Completes required Oregon Department of Education reports in an accurate and timely manner.
  • Handles Accounts Payable twice monthly; maintain accurate financial records and vouchers.

Physical Requirements for this position are, but not limited to, the following:

1. Mental acuity to: interpret and follow rules relating to the position, make decisions using sound judgment, and evaluate results.
2. Ability to sit at a desk, conference table, or in meeting rooms of various configurations for an extended period of time.
3. Ability to see and read, with or without vision aids, a computer screen, laws, codes, rules and policies, and other printed matter.
4. Ability to hear and understand speech at normal room levels, and to hear and understand speech on the telephone.
5. Manual dexterity to operate a telephone and enter data into a computer.
6. Ability to speak in audible tones so that others may understand clearly in normal conversations, in meetings, and on the telephone.
7. Physical ability to lift, bend, stoop, and to reach overhead.

TERMS OF EMPLOYMENT:

Salary and work year to be established according to the current schedule and depending on experience. 

EVALUATION:

Performance of this job will be evaluated annually in accordance with provisions of the Board's policy on Evaluation.

All past and present position descriptions that do not reflect current requirements of this position are rescinded.