Classification Title: Executive Assistant to the Superintendent Department: Central Office Pay Grade: Exec/Tech (C8/150) FLSA Status: Non-Exempt Supervisor: Superintendent GENERAL STATEMENT OF JOB This position is responsible for providing support to the Division Superintendent, the Chairman of the School Board, and School Board members, and also acts as a liaison for the Board to the Superintendent. Performs complex duties requiring thorough knowledge of School Board operations and school division operations and functions. Acts in the legal capacity of Clerk of the School Board. Maintains all official records of the School Board. Handles sensitive, confidential material, and handles internal and external contacts at all organizational levels with professionalism, empathy, and competency. Has responsibility for the entire administrative function of the School Board, which includes follow through on directives from the School Board. Essential Functions SPECIFIC DUTIES AND RESPONSIBILITIES Ensures the proper operation of the Superintendent's office, assisting the Superintendent with clerical and administrative matters and preparing and maintaining complex and confidential files. Screens visitors and telephone calls directed to the Superintendent. Receives, processes, date stamps and distributes mail. Handles a variety of administrative or technical assignments, as assigned. Arranges meetings and conferences, and reserves Board room for meetings. Maintains appointment calendars, schedules appointments and interviews. Composes and types letters and memoranda in conformance with school division policies independently from brief instructions. Types reports, meeting minutes, correspondence, memorandums, policies, schedules, contracts, and statements. Sets up and maintains office procedures and confidential and other filing systems in accordance with Records Retention and Disposition Schedules. Maintains courtesy funds. Operates a variety of office machines and word and data processing equipment. School Board Clerk Makes decisions essential to the administrative organization and management of School Board activities and meetings regarding matters related to the School Board administrative functions. Oversees all activities related to School Board meetings to include assistance in developing the agenda, preparing and distributing electronic Board packets and all required information prior to meetings, and preparing meeting room arrangements. Attends all School Board regular meetings, special meetings, public hearings, and work sessions, as required, documenting actions and discussions. Creates and edits minutes of School Board meetings and maintains approved legal records of all School Board actions, as required by the Code of Virginia. Develops the annual School Board meeting calendar, determining necessary schedule changes throughout the year. Develops and/or coordinates all agendas for School Board meetings and work sessions and ensures that all appropriate topics are scheduled. Takes minutes of Board meetings; transcribes and prepares binders of minutes. Monitors activities to ensure that School Board actions are disseminated in a complete, accurate, and appropriate manner. Signs all legal and official documents requiring the signature of the School Board clerk, including contracts, resolutions, minutes and other documents. Establishes and maintains relationships with other offices, schools and governing agencies. Ensures that reports prepared by staff for School Board members and/or board meetings are accurate and ready for distribution. Notifies internal and external stakeholders of any regular and special meetings of the Board. Notifies appropriate parties of Board action. Advises the Chairman of Board action requiring attention. Records and maintains official records of all actions of the School Board, including property disbursements, vouchers, contracts and other official papers. Maintains a receipt and disbursement record as prescribed by the Board of Education. Supervises and assists in the arrangement for registration, accommodations and associated travel for Board members to local, state and national meetings, including collecting receipts and submitting them for travel reimbursement. Responds to requests for division policy information, assures adopted policies are accurate, and refers specific policy questions to the appropriate department. Maintains the BoardDocs database with meeting agendas and information, the policy manual, as well as related items and the superintendent's weekly communiques to board members. Additional Duties Performs other related work as required. MINIMUM EDUCATION AND TRAINING Any combination of education and experience equivalent to graduation from a two (2) year college. Five (5) years of experience in an administrative role preferred, but not required. Custodian for the seal of the School Board; shall be bonded for $10,000 and serve as a certified notary public required. This position is also required to work evening School Board meetings, as scheduled. Minimum Qualifications And Standards Required Knowledge, Skills and Abilities: Knowledge of the functions and organization of the school division. Knowledge of departmental activities, procedures, and organization. Skill in typing, use of dictating equipment and other automated office systems. Skill in computer use, including the development and use of Microsoft Word documents, Excel spreadsheets, PowerPoint, database and other software products. Skill in effective communication, both verbally and in writing. Ability to research and prepare reports. Ability to maintain composure while working under pressure, managing stress, multi-tasking and meeting deadlines. Ability to establish and maintain effective working relationships with officials, other employees and the general public. 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 this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Required The work is sedentary to light work which requires exerting up to 30 pounds of force occasionally and/or exerting up to 20 pounds of force frequently, and/or up to 10 pounds of force to move objects frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. 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. Additionally, the following physical abilities are required: Reaching: Extending hand(s) and arm(s) in any direction. Pushing or Pulling: Using upper extremities to press against something with steady force in order to thrust forward, downward or outward. Using upper extremities to exert force in order to draw, haul or tug objects in a sustained motion. Grasping: Applying pressure to an object with the fingers and palm. Handling: Picking, holding, or otherwise working, primarily with the whole hand. Feeling: Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips. Manual Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling. Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers. Work Environment The worker is not subject to adverse environmental conditions. Position will be posted until filled. Henry County Public Schools is an Equal Opportunity Employer. Due to limited funds, Henry County Public Schools is unable to sponsor Visas.