Board Secretary en Saucon Valley School District

Primary Function:  To assist the Superintendent and Business Manager with the compilation of material for board meetings and to prepare and maintain all board meeting minutes and documents.

Reports to:  Superintendent and Business Manager

Qualifications:

• High School Diploma or equivalency.
• At least 5 years of secretarial experience.
• Possess excellent oral and written communication skills and the ability to read, write, and comprehend the English language.
• Possesses excellent knowledge of the structure, content, and professional application of the English language, including the meaning and spelling of words, rules of composition, and grammar. 
• Ability to use Microsoft Office, Google, and/or related software, equipment, and technology as it relates to the position.

Board Meetings/Committee Meetings:

• Submit legal advertisements for all board meetings, including special and committee meetings.
  
  
• Compile material for items relating to support staff personnel, facilities projects, and finance issues for board agenda meetings with the Superintendent and Business Manager.
  
  
• Prepare resolutions for the board meetings and provide the necessary reference documentation for each item. 

• After each board meeting, compose and distribute correspondence to support staff personnel and to companies involved in facilities projects and finance matters.
  
  
• Transcribe and type minutes to submit for board approval and enter approved minutes on the district website.  After securing the board president's and board secretary's signatures, transfer approved minutes to the minute document books.  Maintain minute books and documents. 
• Types minutes of all committee meetings and maintains official minute books with supporting documentation.

• Distribute the Statements of Financial Interest to all board members, solicitors, and district administrators.  Maintain files for state audit.

• Annual Reorganization Meeting – Submit legal advertisement and post district doors.  Prepare and distribute mandatory compliance letters to all members of the school board. When required, secure certificates of election and arrange for a District Justice to administer the oath of office. Based on the term of office, request appointments of district representatives to Bethlehem Vo-Tech, Northampton Community College, Intermediate Unit #20, and PSBA.  Prepare a schedule for the following year’s board meetings.   Prepare and send congratulatory correspondence, as well as return certificates of election, to board members.  Send confirmation notices for district representatives. Publish the approved yearly board meeting schedule.

• Prepare information submitted to the district insurance carrier to issue Bonds for the Board Treasurer and the District Tax Collector.

• Distribute and maintain PSBA travel insurance coverage for board members.

• Prepare and distribute all forms for bond refinancing, secure signatures, and apply the District seal, as required.   

• Prepares the list of Board members and sends the information to the Northampton County Board of Elections each year, and coordinates the election site.

• Attends all Board/Committee meetings and records the minutes of the meetings.

• Any additional duties and responsibilities as assigned by the Superintendent and Business Manager.