Administrative Assistant to the Superintendent of Schools/School Board Secretary

CLASSIFICATION: Confidential Secretary

REPORTS TO: Superintendent of Schools

JOB GOAL

Manage and facilitate efficient and effective operation of the office of the Superintendent of Schools, including fulfilling the position of secretary for the School Board of Directors and for the Cedar Foundation.

QUALIFICATIONS

1. High School diploma required.

2. A minimum of five years of successful administrative assistant experience or such training and experience deemed appropriate by the Superintendent.

3. Self-motivated with the ability to work with little direction.

4. Ability to handle confidential matters, set priorities, and work well under pressure with an attention to detail.

5. Must demonstrate a high degree of initiative and flexibility with schedule and policy changes.

6. Must have the ability to maintain composure during stressful situations, including crisis.

7. Must be able to attend all Cedar Foundation and School Board meetings.

8. Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

OTHER QUALIFICATIONS

1. Interpersonal skills: Works well with others from diverse backgrounds. Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others’ ideas and contributing to building a positive team spirit.

2. Language skills: Ability to communicate fluently and effectively both verbally and in writing in English. Ability to communicate with other school districts’ administrators, business leaders, legislators, and other elected officials and respond to common inquiries or complaints from students, parents, staff, regulatory agencies, or members of the community. Ability to effectively present information to administration. Ability to read and interpret documents such as safety rules, school board policies, administrative procedures, operation and maintenance instructions and procedure manuals. Ability to write reports and business correspondence.

3. Mathematical skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

4. Reasoning ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

5. Computer skills: Proficiency in the usage of accounting, database software, internet software, e-mail, and word processing software. Ability to proficiently use the following programs strongly preferred: Microsoft Word, PowerPoint, Excel, BoardDocs, Outlook and other web-based applications. Ability to type accurately and proficiently.

RESPONSIBILITIES PERTAINING TO ADMINISTRATIVE ASSISTANT TO THE SUPERINTENDENT

1. Assist the Superintendent in preparing correspondence, including routine letters, emails, and memos; mid-year and end of the year administrative performance evaluations; reports, and summary data as required for daily operation of the district. Process correspondence of the Superintendent as needed, including the annual salary letters for confidential and administrative employees and memos to internal stakeholders.

2. Assist the Superintendent in organizing and completing annual projects and special projects as needed, including the school calendar, opening and end-of-school-year activities, fifty-year graduate invitations to commencement, Safe Schools Meeting, Safe Schools Checklist, Homecoming luncheon, Friends of Education activities, district retiree’s banquet, updating the annual Crisis Response Manual, Coordinating district-wide honor roll and perfect attendance letters and certificates for staff and students, and the annual weather-related bulletin to administrative staff.

3. Coordinate, order, and distribute employee service awards.

4. Maintain a file of State Ethics Commission Statements of Financial Interests.

5. Communicate information to parents and process applications for non-resident tuition waivers and tuition students.

6. Assist the Superintendent in maintaining their appointment calendar, reviewing daily incoming mail, routing incoming phone calls to the appropriate departments when appropriate.

7. Assist the Superintendent in organizing and preparing for meetings including but not limited to staff meetings, cabinet meeting, leadership team meetings, and various committee meetings.

8. Attend meetings and prepare minutes, and attend workshops as directed by the Superintendent.

9. Assist the Superintendent with public relations, including social media postings and maintaining the district website.

10. Serve as the District’s archivist with the assistance of volunteers.

11. Issue senior citizen passes to qualifying residents of the school district.

12. Knowledge of and ability to give direction to staff, students, parents, alumni, and the public regarding district policies, procedures, and best practice.

13. Maintain electronic files and manage online access, permissions, and sharing of the data.

RESPONSIBILITIES PERTAINING TO CEDAR FOUNDATION DUTIES

Compensation for Cedar Foundation duties is paid at the employees’ hourly rate for time worked outside of normal business hours.

1. Attend all Cedar Foundation meetings and take minutes of each meeting.

2. Prepare and distribute meeting minutes, financial information and correspondence to the Cedar Foundation President, and members as appropriate.

3. Process all Cedar Foundation Donations with the Business Office.

4. Act as the liaison between the Cedar Foundation and district staff and students regarding grant application requests and responses.

RESPONSIBILITIES PERTAINING TO SCHOOL BOARD SECRETARY DUTIES

Compensation for School Board Secretary duties is paid by an annual stipend.

1. Attend all Board of School Directors committee-of-the-whole and business meetings for the purpose of taking notes to compose minutes, accurately numbering pages of minute book.

2. Organize and prepare materials and board room including but not limited to agendas, informational materials, and minutes.

3. Complete and maintain accurate minutes of school board meetings and have minutes bound.

4. Manage BoardDocs and maintain public and executive session information accordingly.

5. Oversee residents who request to review board minutes.

6. Sign and affix the district seal to staff contracts, agreements, and other official documentation.

7. Maintain files and reports concerning election of members, service, ethics reports, etc.

8. Verify with the Lebanon County Bureau of Elections and Voter Registration the open Board of School Directors seats each election and coordinate the swearing in of board members after the general election.

9. Process and distribute additions and revisions to School Board Policy.

10. Review the Pennsylvania School Boards Association’s Policy New Network after each release and manage a schedule for Board Policy revisions.

11. Work with district solicitor to update policies on a three-year cycle.

12. Facilitate the required school director training for newly elected and re-elected board members.

13. Advertise bid specifications with the local newspaper.

14. Perform other duties as assigned by the Board of School Directors.

CONDUCT

Each staff member shall remain free of any alcohol or non-prescribed controlled substance and abuse of any prescribed controlled substance in the workplace throughout his/her employment in the district. Each staff member shall serve as a role model for students in how to conduct themselves as citizens and as responsible, intelligent human beings. Each staff member has a legal responsibility to help instill in students the belief in and practice of ethical principles and democratic values.

TERMS OF EMPLOYMENT

245-day work year. Work calendar and salary to be established by the Board. The Lebanon School District is an Equal Opportunity Employer and as such does not discriminate on the basis of race, color, sex, age, religion, national origin, ancestry, disability, veteran status, marital status, or any other status protected.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to walk, sit, use hands for fine manipulation, handle or feel and reach with hands and arms using a keyboard and video display terminal. The employee is occasionally required to stand and stoop, kneel, crouch or crawl and climb stairs. The employee must regularly lift and/or move up to 10 pounds and occasionally up to 25 pounds. Specific vision abilities required by this job include close vision.

Job Type: Full-time

Pay: $21.35 per hour

Expected hours: No less than 37.5 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Ability to Relocate:

• Lebanon, PA 17042: Relocate before starting work (Required)

Work Location: In person