Duties
This position serves as the Executive Secretary to the Superintendent, supporting all aspects of the District's operations and the Board of Education. The following list of duties is not all-inclusive, but is intended to give an overview of this secretarial position. Confidentiality is paramount to all aspects of the job.
General Duties:
- Major duties include working with the Superintendent and Central Office Administration to prepare the Agenda for regular meetings of the Board of Education, typically held on the fourth Tuesday of each month, special meetings, and Public Hearings.
- The Executive Secretary to the Superintendent is responsible for preparing the Board Update, a confidential compilation of information sent to all Board Members, the School Attorney, and members of the administrative staff each Friday. To perform these essential duties, vacations must be scheduled on days that will not conflict with the preparation of the Board agendas or weekly updates.
Board Meetings/Agenda:
- Attend and take minutes at regular and special meetings and Public Hearings established by the Board, and transcribe the minutes into an official public record of the meeting. It is important that the minutes reflect proper English grammar, punctuation, and accuracy.
- Attend, take minutes, and record Board executive session meetings. Transcribe the executive session minutes into an official record. It is important that the executive session minutes reflect proper grammar, punctuation, and accuracy.
- Take notes at Agenda preparation meetings.
- Prepare notices for special meetings, Public Hearings, revising/canceling meeting dates, and send appropriate notice to news media and post at the Board Office entrance.
- Prepare resolutions, meeting date schedule, etc., for the Board's re-organization meeting.
- Process all correspondence following Board of Education meetings.
- Prepare the “At the Board” following Board of Education meetings.
- Coordinate with the Ministerial Alliance to schedule ministers for Invocation at Board Meetings.
- Keep an official Agenda book up to date, including any signed contracts or documents approved by the Board.
- Keep Executive Session books up to date, including confidential information sent to Board Members regarding items discussed in Executive Session.
- Prepare a report for the Agenda twice a year (July and December) to release executive session minutes to the public that are no longer confidential.
- Keep “Confidential” and “Released” Executive Session minutes books up to date.
- Keep Update Books up to date and type a compiled list of all items that have been sent to the Board.
- Prepare certificates of recognition/resolutions/proclamations for staff members or students who are recognized at Board of Education meetings.
Other Duties:
- Prepare suggested revisions of policies/procedures for the Board Policy meeting at the direction of the administration.
- Attend the Board Policy meeting and keep an official record of minutes and policy revisions.
- Maintain the official board policies on the district website upon adoption by the Board of Education.
- Prepare the “Opening of School” letter and the meeting schedule for all staff members.
- Prepare agenda and bulletins for “Opening of School” Administrators and Administrative Assistants Meeting.
- Coordinate School Board Elections.
- Prepare a monthly “District Calendar of Events”.
- Process tuition reimbursement claims for staff members.
- Make reservations for the Superintendent and Board Members for conventions and seminars.
- Keep all files in good order for the retrieval of information at a later date.
- Other secretarial duties include answering the phone and screening calls, opening mail, taking dictation, and typing various letters, memos, and reports.
- Other duties as assigned by the Superintendent.
Qualifications
- Minimum of a High School Diploma; Preferred Associate’s or Bachelor’s degree
In Business Administration or Communication.
- Minimum of 5 years of experience in administrative support, demonstrating strong
organizational skills, technology proficiency, discretion, and problem-solving capabilities.
- Proficiency in Microsoft Office Programs and Google programs.
- Ability to speak and communicate effectively and establish cooperative relationships
with all district staff and stakeholders.
- Ability to learn new programs and assist in staff training of computer applications (i.e.,
Microsoft Office, Google programs, IVisions, Skyward, Diligent, etc.).
Salary/Benefits
Starting salary $77,951 per year (according to District Policy), fringe benefits and work year to be established by the Board of Education. Administrative category 9.
https://www.gcsd9.net/district/employment-1/employment-opportunities