ASSISTANT SECRETARY TO THE BOARD – PART TIME

Class Code:                        7766                                                                          

CLASS TITLE:                    Assistant Secretary to the Board

REPORTS TO:                    Superintendent and Board Chair

SUPERVISES:                     N/A

BASIC FUNCTION: 

Provide specialized secretarial and administrative support to the Board of Education; Prepare Board meeting agenda material, minutes and correspondence; maintain official records of Board meetings.  Assist the Superintendent with administrative matters requiring use and interpretation of district policies and procedures.  Assist the Board and/or Superintendent with legal matters and other duties as assigned.

REPRESENTATIVE DUTIES:

The terms of employments are designated by the contract.

• Adhere to the Professional Code of Ethics and demonstrate punctuality and regular attendance;
• Assist the Superintendent with administrative matters as assigned;
• Coordinate preparation of the Board of Education meeting agenda, ensuring proper content, format, order, and supporting documentation and confer with submitting departments as needed regarding revisions and corrections;
• Attend all Board meetings, both regular and special;
• Draft minutes of Board meetings. Following review by the Superintendent and approval by the Board of Education, maintain official record of the minutes;
• Provide assistance to the Board of Education as needed, including research of policy questions and coordination of Board requests and activities; maintain record of Board actions for historical and reference purposes and maintain other records required by policy, regulations or law;
• Notarize legal documents as necessary;
• Remain current concerning issues, situations and conditions of special interest to the Superintendent and Board members;
• Maintain logs of required trainings for Board members;
• Research records and obtain information from other offices and agencies as necessary to perform assigned duties;
• Compose effective correspondence independently and review and edit material prepared by others;
• Assist Board members by preparing evidence and documents for the annual Superintendent Evaluation;
• Assist Board members with the Superintendent search process when superintendent vacancies occur;
• Perform related duties as assigned by Superintendent and/or Board;
• Perform assignment on a part-time basis, up to ten (10) days per month, with adjustments as authorized by the Superintendent.

KNOWLEDGE AND ABILITIES:

      KNOWLEDGE OF:

• Principles, practices and procedures utilized in an administrative office;
• District organization, operations, policies and objectives;
• Applicable sections of Kentucky Administrative Regulations and other applicable laws;
• Modern office practices, procedures and equipment;
• Web-based programs for systems pertaining to job duties;
• 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 and Board;
• Exercise independent judgment in assisting the Superintendent in administrative details;
• Regularly attend Board of Education meetings;
• Prepare agendas and minutes for meetings of the Board of Education;
• Read, interpret, explain and follow rules, regulations, policies and procedures;
• Establish and maintain a variety of complex and confidential files and records;
• Compose effective correspondence independently;
• Operate a variety of office equipment including a variety of computer software;
• Establish and maintain cooperative and effective working relationships with others;
• Type at an acceptable rate of speed.
• Analyze situations accurately and adopt an effective course of action;
• Understand and work within scope of authority;
• Meet schedules and time lines;
• Work confidentially with discretion.

PHYSICAL DEMANDS:

• Work is performed while standing, sitting and/or walking;
• Requires the ability to communicate effectively using speech, vision and hearing;
• Requires the use of hands for simple grasping and fine manipulations;
• Requires bending, squatting, crawling, climbing, reaching;
• Requires the ability to lift, carry, push or pull light weights.

EVALUATION:

• Annual development of Professional Growth Plan.
• Annual evaluation of job performance by supervisor.

EDUCATION, EXPERIENCE AND OTHER REQUIREMENTS:

• High School Diploma or G.E.D. Certificate;
• Preference given to an applicant with a minimum of an Associate’s Degree in a field related to business or human resources;
• Five (5) years of responsible and varied secretarial experience, including two (2) years in an educational administrative office;
• Valid Kentucky Driver’s License.