Administrative Assistant to Superintendent

PRIMARY FUNCTION: Coordinates operation of the Office of the Superintendent handling confidential information and situations; performs secretarial duties while working independently, managing multiple priorities to meet deadlines and demonstrating strong problem-solving skills, prompt stakeholder attention, and professionalism; must be able to competently interact with BOE members, staff, students, and stakeholders.

MINIMUM QUALIFICATIONS:

1. Education Level: High School Diploma
2. Experience: Three years of executive level secretarial experience preferred
3. Physical Activities: Routine physical activities that are required to fulfill job responsibilities; prolonged sitting required for operation of daily essential duties
4. Knowledge, Skills, & Abilities: Written and oral communication; proficiency in advanced levels of Microsoft Word, Excel, PowerPoint; correct English usage, grammar, spelling, punctuation and vocabulary; considerable knowledge of the operations and functions of the school district

REPORTS TO: Superintendent

PERFORMANCE RESPONSIBILITIES:

1. Demonstrate prompt and regular attendance.
2. Establish and maintain calendar of meetings, appointments, and deadlines for the Superintendent and board members.
3. Coordinate communication between the Superintendent and staff.
4. Reports regularly to the Superintendent any developments or issues within the school system which may require the Superintendent's awareness or action.
5. Facilitate timely preparation and efficient flow of communications, correspondence, and related matters.
6. Maintain confidentiality regarding school/workplace matters.
7. Attend and record minutes of board meetings and work sessions.
8. Coordinate with district leadership to prepare, upload, and maintain board meeting agendas, approved minutes, policies, and related documentation in the eBoard Solutions Simbli platform. Ensure timely posting in accordance with legal and procedural requirements. Post required public notices of board meetings in Simbli and any additional designated locations (e.g., district website, local media, or physical locations) to ensure transparency and compliance with the Georgia Open Meetings Act.

1. Organize and facilitate professional travel and other necessary arrangements for School Board members and the Superintendent.
2. Manage all financial requirements for purchases, travel, and services.
3. Type correspondence, memoranda, reports, and other administrative documents.
4. Assist in filing correspondence and/or records in a retrievable fashion as needed.
5. Receives, screens, sorts, distributes, and acknowledges the Superintendent's correspondence.
6. Schedules appointments and meetings to maintain the Superintendent's calendar.
7. Receive all incoming phone calls to the Superintendent's office and redirects those calls as needed.
8. Maintains and balances budget for the Superintendent's office.
9. Maintains thorough knowledge of school system policies and procedures.
10. Perform, professionally and efficiently, other duties and responsibilities as assigned.

TERMS OF EMPLOYMENT: 230-day position