Executive Assistant to the Superintendent - Sac and Fox Tribe of Iowa

Meskwaki Settlement School

Job Description

Job Title: Executive Assistant to the Superintendent

Job Summary: This position is responsible for providing support to the Superintendent and performing background checks.

Education & Experience:

• Associates Degree in Business, Personnel Management, Human Resources or equivalent
• Bachelors Degree in Business, Personnel Management, Human Resources or related, preferred
• Three (3) years of experience in an office environment, required
• Five (5) years' executive secretary or comparable experience, preferred

Skills, Knowledge & Abilities:

• Extensive knowledge of the operation and programs of a school system.
• Ability to recognize sensitive issues and maintain confidentiality and operate with high integrity.
• Ability to work effectively, cooperatively, and respectfully with staff, students, parents,

and community members.

• High understanding of team building and teamwork.
• Ability to meet deadlines in a timely manner.
• Ability to work independently with minimal direction to respond to office and project needs and see them through completion.
• Ability to exercise sound judgment at all times.
• Effective conflict resolution skills.
• Editing and proofreading skills.
• Must be knowledgeable and proficient in computer applications including Google Docs, Google Spreadsheets, word processing, spreadsheet, Internet, e-mail, and computer security expectations.
• Knowledge of Roberts Rules of Order
• Knowledge of Open Meetings Law

Duties & Responsibilities:

• Assists the superintendent in managing time in order to maintain a focus on student achievement.

• Maintains the superintendent's appointment calendar.
• Initiates and maintains extensive forms of written and oral communication.
• Assist the superintendent with preparation of general correspondence, reports and presentation materials.
• Takes and transcribes minutes of conferences, meetings or other official functions as required.

• Prepares appropriate reports, paperwork, travel arrangements and expense reports for the superintendent.

• Arranges meetings and handles physical arrangements for small group and large group meetings related to the superintendent's work.
• Receives and screens callers in a professional, polite and tactful manner. Refers callers to other employees, officials or departments when warranted.
• Serves as a liaison for the superintendent with other district staff, tribal entities, and the public,
• Maintain open lines of communication with community organizations to provide prompt

responses to requests for public information about the school, its policies and its programs.

• Work with superintendent to promote the school in the community and state. Supervise and coordinate the preparation of all school district publications (except student publications) including creation of communication documents, recruitments brochures, orientation brochures, informational brochures for the staff and parents to use in the school and the community (menus, staff directory, calendars, brochures, pamphlets, tribal newsletter, local newspaper, etc.).
• Assist Administration in completing reports for state, federal, and tribal entities and oversee the keeping of all necessary administrative records and reports.
• Collaboration with building admin and oversight of all office personnel in the Meskwaki Settlement School including operations, procedures, and assisting in performance evaluations.
• Works with designated committees of teachers, principals, and lay persons in specific programs, projects or courses of action.
• Support Human Resources efforts connected to staff recruitment, hiring, induction, evaluation, and management of personnel record system, including applications, background checks, physicals, mandatory trainings and licensure/certification, budget items, and contract, pay scale, and handbook interpretation.
• Point of contact for legal issues within the district including but limited to handbooks and supporting policies and guidelines including but not limited Family Educational Rights and Privacy Act, records production, and Freedom of information Act.
• Attend training in person, online or by phone to keep up to date on items related to operational areas.
• Adhere to applicable state, federal and tribal laws, rules and regulations, board policies

• and administrative rules.

• Must be flexible with work schedules.
• Performs other duties as assigned by the superintendent.
• Other duties as assigned.

Job Duties Specific to Board Secretary:

• Prepares and assists others in preparing board exhibits; works with individuals and groups presenting at board meetings.
• Assembles, posts and distributes board agenda.
• Prepares and posts meeting notices for regular and special board meetings in accordance with Open Meetings Law.
• Coordinates the schedules of board members in setting special meetings including, but not limited to, expulsion hearings and board work sessions
• Makes travel arrangements and prepares expense reports for board members.
• Regularly Attends board meetings: assists board president, takes and transcribes minutes, and submits minutes for publication.
• Attends special session meetings as required: sets up recordings, takes and transcribes minutes, submits minutes for publication.
• Preserves and maintains records and documents pertaining to the business of the board.
• Prepares and distributes documents for the board elections; keeps a record of the results of regular and special elections.

• Assists with writing/editing policies pertaining to the Board of Education.
• Works with the Superintendent, Business Manager, Facilities Director in developing timelines for facilities projects and assures timely communication of necessary documents and notices.

Supervision:

• Supervised by the Superintendent

Salary:

• Annual Salary: $50,045 - $76,586