Administrative Assistant to the Superintendent

Treynor Community School
Treynor, IA Full-time
Posted on September 1, 2019

Administrative Assistant to the Superintendent

Job Goal:

To organize all aspects of work assigned by the superintendent, effectively collaborate with other district staff, and act as a communication link among district staff, parents, community members, vendors, and the superintendent.

Qualifications:

-High school diploma or equivalent.
- Vocational/technical school certification, AA degree or BA degree (preferred).
- Three to five years of successful experience as a secretary (preferred).
- Strong communication, both written and oral skills, as well as strong interpersonal skills.
- Proficient with Microsoft Office, Google, database applications and computers/business machines.

Performance Responsibilities/Essential Functions:

-Perform a variety of clerical work including keyboarding, proofreading, filing, checking information on records, collecting and accounting for monies received.
- Maintain all employee personnel files.
- Sort, file, and distribute incoming and outgoing documents.
- Facilitate incoming calls and schedule appointments for conferences, interviews, and other meetings.
- Assist with the preparation of reports.
- Assist with the efficient operation and accountability of the functions of the district.
- Read and sort all business mail/emails to the superintendent.
- Maintain staff attendance and leave logs and other applicable records of employees.
- Perform secretarial services including meeting management, direct responses to the public, document and presentation development.
- Maintain confidentiality of information.
- Maintain a log of visitors to the school.
- Assist other office staff to ensure the smooth operation of daily functions.
- New employee hires: manage/coordinate new employee hiring process, including the posting of position (internal and external), processing of background checks, and assuring mandatory pieces of training.
- Newsletter: compile, edit, and coordinate the production of the district newsletter.
- Mandatory training: annual review of all staff records and certifications.
- Open enrollment: maintain a file, communicate with other districts, and billing.
- Summer registration: coordinate logistics for publicity, newsletter, lead meeting with the director of technology and building secretaries to review and plan a schedule for the day.
- New student enrollment.
- Drivers Education report.
- Bus Drivers: maintain records and transportation reports.
- Nutrition: free and reduced lunch, claims and reporting, verification, and annual application.
- Activity Fund: bills, payments, and receipts.
- Board meeting documents: bills for activity and nutrition.
- Monthly leave reports.
- Personnel contracts.
- Assist with high school graduation: (program, diplomas, etc.).
- Assist the superintendent in the efficient management and operation of the district.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

- Ability to exert up to 40 pounds of force occasionally and/or up-to 20 pounds of force as frequently as needed to move objects.
- Ability to sit and/or stand in one position for a prolonged period of time.
- Ability to view computer screens or other monitoring devices for prolonged periods.

Working Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Terms of Employment:  

Days of service as specified in contract language. Salary established by the Board.

Evaluation:

Performance of this job will be evaluated per contract language and/or in accordance with provisions of the board's policy or as needed.