DISTINGUISHING FEATURES OF THE CLASS:
The Executive Assistant to the Superintendent/District Clerk works under the direction of the Superintendent of Schools. General guidance is received from the Superintendent, with the expectation that the individual will be self-directed with minimal supervision and exercise independent judgment in the resolution of office management problems and the referral or response to inquiries. It is a confidential position responsible for coordinating and performing all duties that support the effective management of district operations. The position requires high proficiency, professionalism, accuracy, and confidentiality due to the complexity of the tasks and sensitivity of the information.
TYPICAL WORK ACTIVITIES:
Provide administrative and secretarial support to the Superintendent.
Organize and coordinate all office functions for the Superintendent and handle multiple tasks simultaneously.
Compose and prepare letters, memos, emails, and other district-related correspondence.
Open, read, sort and distribute mail and correspondence to the Superintendent and/or route to appropriate department.
Greet and assist visitors, answers/directs telephone calls, and track inquiries to ensure follow-up.
Maintain the calendar and meeting schedule of the Superintendent.
Make arrangements for various district meetings and functions.
Register the Superintendent for conferences, and make travel accommodations if necessary.
Photocopy materials as needed and keep an organized filing system for all records.
Update board policy and administrative regulations.
Prepare and disseminate agendas and supporting documents for meetings (Board, Cabinet, Administrative, Committees, etc.).
Exercise independent judgment, maintain confidentiality, and promote a positive working environment.
Specific to District Clerk
Attends all Board of Education Meetings.
Provide administrative and secretarial support to the Board of Education.
Compose and prepare letters, memos, emails, and other district-related correspondence on behalf of the Board.
Open, read, sort and distribute mail and correspondence to the Board and/or route to appropriate department.
Maintain the meeting schedule, report schedule/meeting matrix, and event calendar of the Board.
Give notice of the time and place of district meetings.
Make arrangements for various Board meetings/functions (reservations, set-up, meals, etc.).
Register the Board for conferences, and make travel accommodations if necessary.
Photocopy materials as needed for Board meetings/functions.
Debrief with the Superintendent after Board meetings/functions.
Coordinate and oversee District Budget and Special Votes.
Specific to District Registrar
FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:
Thorough knowledge of the organization, functions, policies and regulations of the school system; good knowledge of standard office procedures, practices and methods; good knowledge of English composition, grammar and spelling; good knowledge of the format, terminology and vocabulary used in business correspondence; ability to transcribe; ability to type rapidly and accurately; ability to independently perform complex secretarial and routine administrative assignments; ability to prepare routine correspondence; ability to understand, interpret and carry out complex oral and written directions; ability to conceptualize, evaluate, prioritize and solve complex problems independently; ability to interact effectively with the public; ability to compile furnished data into reports; record keeping ability; supervisory ability; good judgment in handling confidential material; accurate with attention to details; embodies high ethical standards and integrity; consistently dependable and flexible; proficient in the use of computer software and other moderns technological devices; energetic, self-starter willing to accept new responsibilities/assignments; physical condition commensurate with the demands of the position.
QUALIFICATIONS:
TERMS OF EMPLOYMENT:
Twelve month position with salary, benefits and other employment conditions as determined by the Superintendent and the Board of Education.
EVALUATION:
Performance of this position will be evaluated annually by the Superintendent.
Appointment to District Clerk shall be made annually by the Board of Education at the Reorganizational Meeting.
SPECIAL REQUIREMENT FOR APPOINTMENT IN SCHOOL DISTRICTS:
In accordance with the Safe Schools Against Violence in Education (SAVE) legislation, Chapter 180 of the Laws of 2000, and by the Regulations of the Commissioner of Education, candidates for appointment in school districts must obtain clearance for employment from the State Education Department prior to employment based upon a fingerprint and criminal history background check.
Salary and Benefits: Benefits in Accordance with the WCCSD Support Staff Working Conditions contract, Compensation commensurate with experience
Effective Dates: ASAP
Application Process: Internal applicants email a letter of interest, external candidates apply online
Correspond with: Stephen J. Kenny, Ed.D., Superintendent
Wheatland-Chili Central School District
13 Beckwith Avenue
Scottsville, NY 14546
(585) 889-6246
Wheatland-Chili Central School District is in compliance with the U.S. Civil Service Rights Act of 1964 and the Title IX Educational Amendments of 1972, Part 86. The school district provides equal employment opportunity to all individuals and does not discriminate on the basis of race, color, religion, nation origin, ancestry, sex, age or handicap.