Administrative Assistant to theSuperintendent 

             REPORTS TO:             Superintendent

             SUPERVISES:              N/A

 JOB FUNCTION:         Under the direction of the Superintendent, serves as the administrative assistant to relieve the Superintendent of administrative and clerical detail, to perform highly complex and responsible clerical work, to interpret policy and administrative regulations; perform other duties as assigned. 

CONTRACT DAYS:      Twelve (12) Month Employee

 POSITION

CLASSIFICATION:      Non-Exempt

 DUTIES AND RESPONSIBILITIES

Administrative Assistant to the Superintendent

 ·         Processes administrative details not requiring the immediate attention of the Superintendent.

• Attends to the administrative details on special matters assigned by the Superintendent. 
• Executes and communicates the decisions of the Superintendent to various organizational stakeholders as needed. 
• Ability to greet and screen visitors, schedule meetings, maintain calendar, and make travel accommodations for the Superintendent in collaboration with the Business Department.
• Knowledge of the legislative process.
• 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 and federal laws and local rules.
• Ability to serve as a liaison with departments and individuals relating information, policies, inquiries, and directives of the Superintendent. 
• Maintains personnel files for certificated and classified employees.       
• Maintains accurate seniority listings for all certificated and classified staff.
• Prepares advertisements for hiring of new personnel; processes applications; arranges testing; sets interviews; types follow-up correspondence for candidates.
• Processes new District personnel; types contracts, administers Loyalty Oaths; processes applicants for fingerprinting and receives fingerprinting and criminal information; processes for tuberculosis testing and keeps tuberculosis due date records.
• Prepare required employee notifications (Reasonable Assurance, Return to Work, etc.).
• Maintains credential information for certificated personnel; keeps college unit records and processes certification/waiver requests.
• Maintains employee evaluations/observations; schedules evaluation timelines.
• Serves as the D.O.T. Drug and Alcohol Testing Coordinator.
• Updates Education Code and Board Policies as needed.
• CALPADS Administrator for the District.
• Completes Expulsion reports.
• Receives complaints and takes action, if possible, or refers matter to proper person.
• Processes Inter-district Attendance Requests/Agreements between Districts.
• Handles Workers Compensation claims and maintains Workers Compensation files.
• Other duties as assigned.

For the Board of Trustees

 ·         Ability to provide secretarial services to the Armona Union Elementary School District Board of Trustees.

• Prepares and distributes agendas and all documents relevant to board meetings.
• Required to attend Board meetings.
• Ability to take and transcribe proceedings, minutes and notes from official meetings.
• Follows-up Board actions with necessary correspondence and notifications.
• Ability to greet and screen visitors, schedule meetings, maintain calendar, and make travel accommodations for the Board of Trustees in collaboration with the Business Department.
• Other duties as assigned.

 District Office Responsibilities

• Ability to prepare memoranda, letters, reports, news releases, bulletins, agendas, handbooks, and other correspondence, and to edit accurately.
• Ability to answer inquire and give assistance to staff, district personnel, the media and the public.
• Ability to discern 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 conduct or facilitate in-service activities for staff.
• Composes correspondence on own initiative on matters not requiring personal responses from the Superintendent.
• Uses a high degree of confidentiality in that work which is of a sensitive nature.
• Maintains special confidential correspondence and administrative files.
• Keeps weekly record of school enrollment.
• Prepares the yearly School Calendar.
• Calculates District's Average Daily Attendance.   
• Prepares County, State and Local salary surveys.
• Assists and prepares on own regular and special reports for State and County offices and for public agencies.
• Independently answers a variety of inquiries from County personnel and employees.
• Process all new hires for the District including orientation.

 ESSENTIAL FUNCTIONS

• Organize, file, retrieve and research information.
• Provides secretarial services to the Armona Union Elementary School District Board of Trustees, including correspondence, agendas, minutes, inter-district agreements, and expulsions.
• Creates original documents: letters, reports, handbooks, charts, agendas, minutes, and bulletins as required.
• Prepares correspondence independently.
• Assist certificated employees in the completion of credential applications, records credentials at District Office and confirms they are recorded at the local County Office of Education.
• Maintain accurate filing systems of general files and archives; maintains historical records for the District.
• Establish schedule for overall control of office records, storage and disposal.
• Make independent decisions in the absence of the Superintendent.
• Creates documents from notes, verbal directions, computer discs, outlines and date provided by others.
• Gathers information and prepares Annual District Directory.
• Interprets state and federal laws and local policies.
• Receives and appropriately responds to telephone calls, message and requests.
• Represents the Superintendent as required at meetings and other events.
• Other duties as assigned.

 EDUCATION AND EXPERIENCE

Required:

 Four or more years of increasingly responsible clerical and secretarial experience including computer skills (additional college work in public education or business administration may be substituted for the required experience on a year for year basis).

• Two or more of the four years of experience must be in a Human Resources Department gaining knowledge in HR laws and procedures.
• Completion of at least High School, including or supplemented by courses in Business Education.
• Ability to communicate effectively orally and in writing.
• Ability to type accurately from clear copy at a rate of 65 words per minute.
• Take dictation at a rate of 100 words per minute
• Operate all office machines, or any comparable combination of experience, education, and proven ability or potential.
• Valid California Driver’s License (Incumbent must be insurable at the “standard rate” by employer’s insurance carrier at all times while employed by Armona Union Elementary School District).

 Desired:

 ·         Previous experience in a public school system or institution of higher education specifically pertaining to Boards of Trustees.

• Two year degree in Business Education or related area.

Incorporated within one or more of the previously mentioned essential duties of this job description are the following essential physical requirements. The following analysis entails an evaluation of the physical demands factors of the job as it exists. This method provides a basis for permitting modification to fit the capabilities and needs of workers with disabilities.

• Able to sit at a desk, conference table or in meeting rooms of various configurations for extended periods of time.
• Able to see, read, and distinguishes colors, with or without visual aides.
• Able to see and read a computer screen, rules and polices, computer-generated reports, and other printed matter.
• Able to hear and understand speech at normal room levels, and to hear and understand speech on the telephone, two-way radio, or other communication device.
• Manual dexterity to dial a telephone, and enter data into a computer and/or calculator using both hands.
• Ability to speak in audible tones so that others may understand clearly in normal conversations and on the telephone.
• Physical agility to lift up to twenty five (25) pounds to shoulder height and up to 50 pounds to waist height; and to bend to stoop, to walk and to reach overhead.
• Mental acuity to perform the essential functions of these positions in an accurate, neat, timely fashion, make good judgements and decisions; and to evaluate the results of decisions and judgements.