Superintendent's Administrative Manager: BOE Executive Coordinator - McCracken County Public Schools

CLASS TITLE:  SUPERINTENDENT’S ADMINISTRATIVE MANAGER AND BOARD OF EDUCATION EXECUTIVE COORDINATOR

ESSENTIAL FUNCTION: 

      Perform highly responsible and complex executive administrative assistance in the area of general administration within the Office of the Superintendent and for members of the Board of Education; exercise independent judgment in assisting the Superintendent in administrative details, requiring extensive knowledge of the District and the roles/responsibilities of the Office of Superintendent and Board of Education in carrying out their duties; use and interpretation of District policies and procedures and Kentucky Revised Statutes and Kentucky Administrative Regulations; coordinate and oversee the preparation of the Board agenda, minutes, and correspondence; maintain official records of Board meetings.

BASIC REPRESENTATIVE DUTIES:

• Implement all rules and regulations, policies and administrative guidelines as adopted by the Board of Education.
• Assist the Superintendent with administrative and legal matters; interview callers, exercising considerable judgment and applying experience in making decisions; provide information in accordance with established procedures and policies; refer problems requiring technical answers to appropriate administrators.
• Coordinate preparation of the Board of Education agenda for regular meetings, special meetings and work sessions; assure proper content, format, order and supporting documentation; confer with submitting departments as needed regarding revisions and corrections; incorporate materials into resolution form for presentation to the Board; attend Board meetings.
• Coordinates all aspects of board meetings and work sessions, including schedule, meeting notices, distribution of agenda, recording of minutes.
• Ensures adequate arrangement of room for board meetings, including placement of supplemental materials or technology equipment needed for presentations.
• Schedules and coordinates a variety of other meetings for Superintendent.
• Attends and participates in Central Office Leadership meetings and District Leadership meetings as requested.
• Prepare rough draft of Board minutes for Superintendent's approval and proofread final form of Board minutes; prepare index sheet and sheet showing actions and motions on each item acted on at Board meeting.
• Maintains all official Board records including, but not limited to, meeting minutes.
• Notarize legal documents and requests for leaves of absence from official minutes.
• Type and maintain records of business transactions at Board meetings and locate daily requests for information from past Board meetings.
• Prepare Executive Session meetings; assist principals at schools hosting Board of Education meetings.
• Draft correspondence for signature of Superintendent; prepare invoices for per diem for Board members.
• Receives and resolves complaints as appropriate, or refers matters to Superintendent or appropriate director for resolution.
• Drafts and sends correspondence on behalf of the Superintendent and Board, as appropriate.
• Researches policies and procedures as needed, and maintains the official copy of the District Policy and Procedure manuals.
• Maintains a variety of records and files for the purpose of providing reliable information in compliance with District policies and state and federal laws.
• Acts as Official Custodian of Records for the District and ensures compliance with Records Retention Schedule for Superintendent’s Office and Board of Education.
• Researches previous Board minutes for various parties (Board, Board Attorney, Senior Leadership, Directors, Principals, staff.)
• Prepares staff notes as needed for Board approval.
• Prepares record of personnel actions for presentation at Board meetings.
• Prepares approval letters for Board-approved field trips, fundraisers, and leaves of absence, ensuring compliance with policies, regulations, and statutes.
• Reviews requisitions and travel reimbursements / expense reports for Superintendent and Board members to ensure accuracy and compliance with District policy.
• Serves as official trainer to directors in the preparation and requirements to place an item on the Board meeting agenda for approval.
• Screens agenda items before placing on Board agenda to ensure the staff notes contain necessary information, and reviews for legal and policy compliance as needed.
• Provide assistance to the Board of Education as needed, including research of policy questions and coordination of Board requests and activities; maintain subject indexes of Board actions for historical and reference purposes; maintain other records required by policy, regulations or law.
• Independently researches, prepares, and summarizes information from various sources for special projects as requested by the Superintendent or Board of Education.
• Monitors a wide variety of activities on behalf of Board of Education and Superintendent for the purpose of achieving goals and meeting target dates in compliance with established guidelines and legal requirements.
• Reviews budgets for Superintendent’s office and prepares purchase requisitions for a variety of items associated with the Superintendent’s office and the Board of Education.
• Facilitates workflow of approval process for various types of District documents to ensure proper authorization is approved prior to presenting for Superintendent or Board approval.
• Maintain Superintendent's calendar; arrange for meetings of the Superintendent with various groups both within and outside the District.
• Conduct initial interviews on the phone or in person with students, teachers and parents; answer questions, refer to appropriate staff member and schedule appointment with the Superintendent; receive and resolve complaints as appropriate or refer matters to proper personnel.
• Screen and route the Superintendent's incoming correspondence; indicate coverage and action required; follow up to assure prompt response or action, consulting, as necessary, with legal advisors and other administrators.
• Welcomes scheduled appointments to the Superintendent’s office and screens unexpected visitors.
• Serves as liaison to members of the Board of Education, school personnel, outside community, and addresses questions and concerns.
• Attends all meetings of the McCracken County School District Finance Corporation and serves as secretary of the corporation.
• Coordinates travel arrangements and training/meeting registration and schedules for Board of Education and Superintendent.
• Responsible for handling highly sensitive issues and maintaining confidentiality and discretion at all times.
• Take and transcribe dictation including information regarding confidential matters; attend a variety of meetings and record proceedings in a prescribed manner.
• Remain current concerning issues, situations and conditions of special interest to the Superintendent and Board members.
• Exercise discretion in disseminating information, explaining policies and procedures and speaking as directed for the Superintendent in personal and telephone contacts and meetings.
• Compose effective correspondence independently; reference policies, rules and regulations in preparing correspondence; review and edit material prepared by others.
• Conduct research of problems and situations, consulting with involved staff members, investigating policies and procedures and gathering background materials; prepare reports involving research as directed for use by the Superintendent.
• Consult with District personnel and others concerning specific issues and situations.
• Perform related duties as assigned.
• Remain at work during the entire workday unless excused by the Superintendent or Superintendent’s designated representative.
• Maintain a professional appearance.
• Incorporate the use of technology in daily tasks.
• Maintain regular attendance.
• Adhere to the Professional Code of Ethics.

KNOWLEDGE AND ABILITIES:

      KNOWLEDGE OF:

• Principles, practices and procedures utilized in an administrative office.
• Applicable sections of Kentucky Administrative Regulations and other applicable laws.
• Modern office practices, procedures and equipment.
• Telephone techniques and etiquette.
• Record-keeping techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communication skills.
• Interpersonal skills using tact, patience and courtesy.

ABILITY TO:

• Perform highly responsible and complex secretarial and administrative assistance duties in support of the Superintendent.
• Exercise independent judgment in assisting the Superintendent in administrative details, requiring considerable knowledge, use and interpretation of District policies and procedures.
• Attend Board of Education meetings and take minutes.
• Prepare minutes for meetings of the Board of Education.
• Compile and prepare agendas for management and other meetings.
• Read, interpret, explain and follow rules, regulations, policies and procedures.
• Confer with legal counsel regarding a variety of matters and provide a summary to the Superintendent.
• Establish and maintain a variety of complex and confidential files and records.
• Meet deadlines and demonstrate flexibility in shifting to new tasks as priorities and schedules change.
• Organize and oversee the work of office staff.
• Compose effective correspondence independently.
• Operate a variety of office equipment including computer terminal.
• Establish and maintain cooperative and effective working relationships with others.
• Type at an acceptable rate of speed.
• Take and transcribe dictation at an acceptable rate of speed.
• Analyze situations accurately and adopt an effective course of action.
• Make arithmetic calculations with speed and accuracy.
• Understand and work within scope of authority.
• Meet schedules and time lines.
• Work confidentially with discretion.

EDUCATION AND EXPERIENCE:

            High school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and five years of responsible and varied executive assistant or office management experience including two years of experience performing executive assistant or office management work for an administrative official.

            Previous supervisory or management experience and a Bachelor’s degree in a business discipline or related field from an accredited college or university strongly preferred.