SUBSTITUTE EXECUTIVE ADMINISTRATIVE ASSISTANT (SUPERINTENDENT) - Hampton County School District : Job Details

Position Type: Support Staff/Substitute SecretaryDate Posted: 7/10/2024Location: Substitute StaffClosing Date: Untill FilledTemporary Position Only Job Summary Under limited supervision, provides administrative support in all operational matters to the Superintendent of Schools so that he/she may devote maximum attention to the central problems of education and educational administration. Reports to the Superintendent and assigned designee. Essential Job Functions

Coordinates communications between the Superintendent and the Board of Education, the District's administrative team, all school employees, the community, and outside professional associates.

Prepares and reviews outgoing correspondences and reports for the Superintendent's use including transmittal to stakeholders for format, spelling, punctuation and grammar.

Prepares agenda, informal and formal dockets for regular, called, and/or special Board meetings and Board committee meetings in accordance with the Freedom of Information Act (FOIA).

Schedules and sets up Board meetings; coordinates, types and distributes meeting agendas; compiles and distributes information and materials to Board of Trustees; takes board meeting minutes, and transcribes and publishes minutes.

Categorizes mail to prioritize materials, as well as to handle items that do not need the Superintendent's attention, or draft replies to correspondence, requests for information or reports.

Provides background information to the Superintendent for responses to inquiries from administrators, staff members, teachers, parents, or students.

Interprets District policies, rules and regulations in response to inquiries.

Schedules and maintain the Superintendent's calendar in order to provide for the most efficient use of the Superintendent's time. In many cases, the Executive Assistant is expected to handle inquiries/concerns for which staff members or parents are requesting appointments.

Provides support on special projects such as strategic planning, levy/bond issue, and professional development for staff.

Serves as a member of various committees and task forces as assigned, or attends meetings as requested by the Superintendent.

Coordinates the annual planning and budgeting processes for the Office of the Superintendent. Performs any budgetary tasks for the Office of the Superintendent.

Serves as a liaison between the Office of the Superintendent, the South Carolina Department of Education, Hampton County, the South Carolina School Board Association, and the other school districts in the state.

Makes arrangements for conferences, retreats, and meetings for the Superintendent. Assists the Superintendent with the formation of task forces and committees made up of district personnel and parents.

Maintains a digital and paper filing system for the Office of the Superintendent.

Serves as recording secretary to Board of Education on behalf of the Superintendent.

Demonstrates regular and prompt attendance.

Maintain confidentiality in the conduct of district business, act ethically, set priorities, and work well under pressure with attention to detail.

Other duties as assigned by the Superintendent or his/her designee.

Education and Experience:

• Three to five years of successful office secretarial experience at the executive level preferred.
• Demonstrates strong technical skills to include proficiency in using Office 365 (Word, Excel, Power Point, Outlook, Forms, and Teams) on a personal computer and/or mobile device with speed and accuracy.
• A customer service-oriented attitude with an ability to collaborate with people in difficult situations.
• Such alternatives to the above qualifications as the Superintendent and the Board of Education may find appropriate and acceptable.
• Supports the vision, mission and beliefs of Hampton County School District.

Knowledge:

• Advanced knowledge of secretarial science and educational office management.
• Thorough knowledge of Business English, spelling, grammar, punctuation, possession of an excellent vocabulary and mathematical computation.
• Advanced knowledge of the policies, procedures and activities of the District and department.
• Knowledge of the practices, methods, materials and equipment used within the District Office.
• Advanced knowledge of the principles of office management and of modern office procedures, systems and equipment such as personal computer, tablet device, calculators, word processors, spreadsheet development and analysis, database operations.
• Thorough knowledge of the laws, rules, regulations and policies of the District or the ability to acquire such knowledge during a reasonable period of training.
• Knowledge of time management principles.

Skills/Effort:

• Ability to communicate effectively both orally and in writing.
• Ability to greet and respond to requests from professional staff and the general public.
• Self-motivated with the ability to work with little direction.
• Ability to give direction concerning operational procedures to Central Office staff.
• Ability to plan and organize staff development activities for the District's secretarial staff.
• Ability to analyze varied and complex functions, processes and tasks for the preparation of varied and complex records and reports.
• Ability to maintain high standards of accuracy in exercising duties.
• Ability to anticipate work to be completed and initiate proper and acceptable direction for completion of work with little to no supervision and instruction.
• Ability to work independently on responsible and confidential assignments and complex administrative tasks.
• Ability to type clear copy at the minimum required rate.
• Demonstrates high level of skill in the use of general office equipment such as calculators, word processors, typewriters, computers, switchboards, etc.
• Ability to create electronic reports and presentations, use the internet efficiently, communicate electronically via e-mail, and manage electronic data files in an organized manner.
• Ability to make arithmetical computation and tabulations with speed and accuracy.
• Excellent verbal communication, organization, time management and telephone skills.

Working Conditions: Work is conducted primarily indoors with little exposure to discomforting or dangerous environmental conditions. Physical demands are restricted to general office activities generally requiring a minimum of physical exertion, lifting office items weighing up to 50 pounds. Some local travel is required. Disclaimer Statement This job description is not intended as a complete listing of job duties. The incumbent is responsible for the performance of other related duties as assigned/required. The administration has the exclusion right to alter this job description at any time without notice.