Administrative Assistant to the Superintendent

Clarksville Independent School District•Clarksville, TX

About The Position

Ensure the efficient operation of the superintendent’s office and provide clerical services to the superintendent. Work under general supervision and direct the work of clerical employees assigned. Handle confidential information and frequent contact with all levels of district employees, outside agencies, and the general public. The Administrative Assistant to Superintendent must be flexible, have excellent interpersonal skills, and the ability to work well with all school district personnel, members of the community and outside vendors and clients.

Requirements

Bachelor's Degree
Commissioned as a Notary Public for the State of Texas preferred; eligibility to obtain commission required
Proficient keyboarding, word processing, and file maintenance skills
Knowledge of school district organization, operations, and administrative policies strongly preferred
Excellent organization, communication, and interpersonal skills
Ability to use personal computer software to develop spreadsheets, databases, and word processing
Three years or more advanced secretarial experience with extensive contact with people
Prior experience in executive office of public school campus, district, or another entity required

Responsibilities

Prepare and post official board agenda and records.
Attend all meetings of the Board of Trustees and record minutes of all proceedings.
Attend community events, as required
Collect, organize, copy, and bind all materials for board meetings; distribute to board members.
Prepare all correspondence, memoranda, and reports for superintendent.
Compile information and prepare reports as needed.
Distribute board materials to administrators, and media as required by policy and statute.
Prepare purchase orders and payment authorizations.
Schedule appointments and maintain superintendent’s calendar.
Greet visitors and respond to routine inquiries from staff and public; refer appropriate inquiries or problems to superintendent/designee.
Answer incoming calls and handle questions from public, outside agencies, board of trustees, and staff.
Assist with human resources functions, such as paperwork and processing for substitutes and employees (onboarding, offboarding)
Organize and file folders, supplies, etc.
Performs highly responsible administrative secretarial/clerical and operational support activities; assists in arranging and coordinating department assignments and activities.
Organize and manage routine work activities of the Superintendent’s office.
Maintain physical and computerized files, including board minutes and closed session records.
Assist with travel arrangements for board members and administrators as needed, including making hotel reservations, submitting conference registration forms, and obtaining reimbursements for travel expenses.
Review and distribute mail for the Superintendent and Board of Trustees.
Maintain confidentiality of information.
Perform other duties as assigned.