Administrative Assistant to the Superintendent

Position Type:
Secretarial/Clerical/Administrative Assistant to the Superintendent

Date Posted:
4/9/2025

Location:
Parsons Complex

Date Available:
07/01/2025

Closing Date:
04/30/2025
Administrative Assistant to the Superintendent needed. This position is available on July 1, 2025.

This is a non-represented position (not in a bargaining unit).

Annual Salary Range is $65,000 - $70,000 depending on experience and a stipend of $7500 for night meetings.

FSLA exempt position offering an HSA medical/dental plan, participation in the City of Milford pension plan, PTO and paid holidays.

Interested applicants must apply online through this job posting in order to be considered for the position.

No phone calls please.

ESSENTIAL TASKS OF THE POSITION: (Illustrative, not inclusive)

• Responsible for managing internal operations of the superintendent's office.
• Plans, organizes, implements, and supervises secretarial/clerical work for the superintendent.
• Responsible for preparation of reports and compilation of agenda items for board meetings.
• Responsible for compiling agenda items and appropriate backup information for submittal.
• Provides leadership, supervision, direction, and daily oversight to department staff for a smooth flow of information and delivery of services, and to ensure that procedures are implemented.
• Compiles data based on research techniques and on statistical compilations involving an understanding of operation unit programs, policies, and procedures.
• Researches, compiles, and analyzes data from a variety of sources.
• Establishes procedures that implement operational policies.
• Independently drafts financial, statistical, narrative, and/or reports as requested.
• Performs independent research, prepares, and summarizes information for special project, as assigned.
• Responsible for auditing payroll variances for accuracy and monitoring budgets to provide assistance.
• Provides administrative support by researching questions, obtaining information, coordinating and disseminating information and following up on the progress and status of projects.
• Arranges, participates in, and implements conferences and committee meetings, as directed.
• Demonstrates authority and ability to resolve issues at the lowest level.
• Frequent contact with the public and employees at all levels, which requires that information be obtained and relayed to visitors on their needs, and when necessary, refers to appropriate administrative staff.
• Interprets rules, regulations, policies, and procedures to employees and the general public.
• Gives explicit or general directions and routes correspondence to board members, administrators, and support staff.
• Utilizes advanced microcomputer software skills to prepare correspondence, complex reports, charts, tables and forms; prepares, maintains, and provides statistical information; may be required to write/create memos, correspondence, or reports, as directed.
• Reviews materials for administrative approval for typographical/grammatical accuracy, format, conformance with procedures, internal consistency, and ensures proper approvals have been obtained.
• Attends meetings and provides agenda and minute support (dictation/notes/transcription).
• Provides input for the evaluation of assigned support staff.
• Conforms to safety standards as prescribed.
• Performs other tasks as related to the position as assigned.

DISTINGUISHING CHARACTERISTICS:

This class is distinguished as being the top level in the administrative secretarial series. The Administrative Assistant is responsible for complex secretarial duties, managing confidential information, and providing direction and leadership to secretaries and other staff within the superintendent's office. Work is accomplished by directing and/or requiring the assistance of other secretarial/clerical staff. The scope and complexity of this position is such that it deals with diverse matters, which require an extensive knowledge of CCSD and the superintendent's role in carrying out his duties.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of school district operations.
• Knowledge of the requirements of the Open Meeting Law.
• Knowledge of secretarial practices, business machines, office management, and record keeping/accounting.
• Knowledge of school district budget and payroll systems.
• Extensive knowledge of personal computers and software applications, which include word-processing, databases, spreadsheets, and presentations.
• Ability to plan, organize, and set priorities on work, and to work independently without immediate supervision.
• Ability to keep information confidential and maintain an ethical attitude.
• Ability to gain cooperation and conformance without authority.
• Ability to interpret, explain, and apply written oral instructions, procedures, and regulations.
• Ability to supervise subordinates.
• Ability to possess strong writing skills and do editorial checking for spelling, punctuation, and grammar.
• Ability to use discretion and make sound judgments.
• Ability to demonstrate leadership skills.
• Ability to demonstrate strong communication skills.
• Ability to determine procedures for handling unique problems.
• Ability to meet predetermined deadlines and flexibility in shifting new tasks when priorities change.
• Ability to promote public relations and to deal tactfully and diplomatically with people.
• Ability to concentrate on accuracy of details.
• Ability to work flexible hours or shifts.
• Judgment as to when to act independently and when to refer situations to administrator.
• Ability to cooperate with management, staff, outside agencies, and the public.
• Ability to recognize and report hazards and apply safe work methods.

QUALIFICATIONS:

TRAINING AND EXPERIENCE:

High school graduation or other equivalent, (e.g., GED, college, technical, or trade school transcript, foreign equivalency, etc.).

Six (6) years of secretarial experience with extensive public contacts. (Three (3) years must have included supervision of project and/or staff, organization, coordination, and performance of duties in a responsible level).

Verified keyboarding/typing score of 60 words per minute net.

Specific documented evidence of training and experience to satisfy qualifications.

LICENSES AND CERTIFICATIONS:

None.

PREFERRED QUALIFICATIONS:

Ability to take dictation (e.g., shorthand, speedwriting, stenography, Dictaphone, etc.), at the rate of 80 words per minute and/or transcription of recordings at an equivalent rate.

REPORTS TO:

Superintendent or designated Administrator

WORK YEAR:

12 months