Board Clerk/Superintendent Administrative Assistant at Teton County School District #1

BOARD CLERK/SUPERINTENDENT ADMINISTRATIVE ASSISTANT

238 WORKING DAYS PER YEAR, JULY - JUNE

STARTING AT $51,172 PER YEAR DOE

INSURANCE, RETIREMENT BENEFITS, PAID TIME OFF

25/26 Compensation Package found here

REPORTS TO:

Superintendent and Assistant Superintendent

POSITION DESCRIPTION:

The job of the Board Clerk/Superintendent Administrative Assistant is to provide a wide variety of complex and confidential administrative support to the Superintendent and Assistant Superintendent in the daily operation of the district.  

It is further the responsibility of this position to work closely, maintain rapport, and understand the role and function of the Board of Education, administrators and all staff. As Clerk to the board of education, organization of meetings, official minutes, and follow up are required for all meetings in which trustees are involved.

ESSENTIAL JOB FUNCTIONS:

• Prepares, compiles, and distributes documentation for the Board of Education/Administration/staff following standard procedures as to composition and arrangement.  (Includes letters, memoranda, records, contracts and requisitions)

• Maintains complex manual and electronic documents, files and/or records (confidential and non-confidential), eg; contracts, legislative information, policy documents, for the purpose of providing current reference and audit trail for compliance with district local, state and federal regulations.

• Coordinates workflow with legal counsel.

• Process and maintain fiscal efforts in accordance with policy. Monitor superintendent’s budget. 

• Provide the Board of Education the following services: Compile information from meeting minutes, manage and prepare for meetings, facilitate travel and registrations for attendance at professional conferences, maintain official minutes, maintain schedule of events, and serve as recording secretary at necessary meetings. Ensures action items from the Board are executed. 

• Maintains appointment and meeting room calendar, receives and opens mail, assembles related file material then submits to superintendent for action.

• Coordinates special events, orders supplies and equipment, advertises meetings and special events.

• Assist the Superintendent and Board Members, including training on how to access Board document management system (Simbli) and other relevant documents.

• Serve as recorder at various other meetings throughout the year; attends meetings, workshops and/or seminars for the purpose of taking minutes and gathering information.

• Manages the departments supply inventory and purchases of supplies and materials.

• Maintains and assists with WDE/BOE reporting and budgeting as assigned.

• Works to create and send out appropriate communications to all organizational stakeholders as needed; compiles data from a wide variety of sources for the purpose of preparing reports and information for assigned administrators. 

• Serve as the primary point of public/staff contact for the Superintendent's office. Responds to a wide variety of inquiries, concerns or complaints for the purpose of referring to appropriate personnel. 

• Update, track and maintain master project list, capital improvement spreadsheet and other accountability documents. Maintain documentation of district goals.

• Support safety and security efforts and maintain law enforcement documentation. 

• Perform standard office routines and practices and other duties as assigned.

• Maintains schedules and assists Superintendent and administrators with meeting preparation and track follow up. Coordinate and organize meeting requests and calls.

• Makes travel arrangements, organizes meeting materials, processes purchase orders and reimbursements. 
• ?Other duties as assigned. 

 KNOWLEDGE, SKILLS AND ABILITY:

• Ability to maintain discretion and apply professional judgement.

• Possess strong organizational skills.

• Strong written and verbal communication skills in order to interact effectively with colleagues, vendors, administrators, and patrons. 

• Ability to work independently and problem solve.

• Ability to perform accurate and timely work in an organized and efficient manner, sometimes under short deadlines. 

• Ability to communicate clearly and concisely, both orally and in writing. 

• Competency with various computer applications including Google drive, Microsoft Office (word processing, spreadsheets, databases), and other district programs.

• Ability to protect and secure confidential information and maintain discretion; preparing and maintaining accurate records and using delegated authority.

EDUCATION, LICENSURE, CERTIFICATION, OR FORMAL TRAINING:

• High School Diploma or equivalency.

• Bachelor’s Degree and/or two years clerical or related education preferred. 

• A combination of education and experience which demonstrates the ability to perform the duties as described; a typical qualifying background would include work experience in an office environment involving public contact; experience working in a school district is desirable. 

PHYSICAL DEMANDS:

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. 

• Vision: (which may be corrected) to read small print; view a computer screen for prolonged periods.                                                                                                                            Hearing: (which may be corrected) to answer telephones; to tolerate noisy conditions.

• Speech: to be understood in face-to-face communications; to speak with a level of proficiency and volume to be understood over a telephone.

• Upper Body Mobility: use hands and fingers to feel, grasp, and manipulate small objects; manipulate fingers, twist and bend at wrist and elbow; extend arms to reach outward and upward; use hands and arms to lift objects; turn, raise, and lower head.      

• Lower Body Mobility: bend at waist; stoop; sit for prolonged periods of 1 hour.

• Strength: to lift, push, pull and/or carry objects which weigh as much as 15 pounds on an occasional basis; to lift, push, pull and/or carry objects which weigh as much as 25 pounds on an occasional basis.

• Environmental Requirements: encounter constant work interruptions; work cooperatively with others; work independently; work indoors.

• Mental Requirements: read, write, understand, interpret and apply information at a moderately complex level essential for successful job performance; understand, apply and interpret information; math skills at a high school proficiency level; the ability to process information quickly; learn quickly and follow verbal procedures and standards; give verbal instruction; rank tasks in order of importance; copy, compile and coordinate information and records; decision making skills.

DISCLAIMER:

This job description identifies primary responsibilities and is not intended to be a complete list of all tasks and activities. This job description is subject to change in response to student demographics, staffing factors, funding variables, modified operating procedures, and/or program/curriculum changes as directed by the Superintendent(s) or designee(s) of Teton County School District #1. 

NOTICE OF NONDISCRIMINATION:  

The Teton County School District does not discriminate on the basis of age, sex, race, color, religion, national origin, sexual orientation, gender identity or disability in admission or access to, or treatment or employment in, its programs and activities.  Any person having inquiries concerning the school’s compliance with the regulations implementing the Americans with Disabilities Act (ADA) or Section 504 of the Rehabilitation Act of 1973 (Section 504) is directed to contact the Civil Rights Compliance Officer (Communications Coordinator), at the office of the School District , 307-733-2704, [email protected] or PO Box 568, 1235 Gregory Lane, Jackson, WY 83001.