Executive Assistant to the Superintendent/District Clerk/Registrar

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.

Serves as the District FOIL and Records Retention Officer, process all FOIL Requests. Prepare and disseminate agendas and supporting documents for meetings (Board, Cabinet, Administrative, Committees, etc.) Record and/or transcribe meeting minutes (Board, Cabinet, Administrative, Committees, etc.) Exercise independent judgment, maintain confidentiality, and promote a positive working environment.

Perform other duties as directed by the Superintendent of Schools. 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. Record and/or transcribe, post, and file the permanent Board meeting minutes Publish legal notices related to Board business. Coordinate and oversee District Budget and Special Votes. Ensure Oath of Offices are administered and filed.

Address all clerk duties as outlined in Wheatland-Chili Board of Education Policy #1331 Specific to District Registrar Conducts registration of new students to the District. Provides information to families and responds to inquiries regarding enrollment in the District. Prepares information and enrollment packets and refers inquiries to the appropriate personnel/school building(s).

Receives and reviews enrollment information and verifies residency, birth certificates, etc. Enters all enrollment information into the District's student database, distributes copies and materials to appropriate staff. Refers unresolved issues of residency to the appropriate authority and/or investigators, as directed.

Responds to all communications via telephone, voice mail, and electronic mail concerning registration information. Prepares monthly, quarterly, and/or annual reports, as requested. Coordinates the registration process with principals, clerical staff, and the PPS office. 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

Have thorough knowledge of the organization and functions of a school district and Board of Education. Familiarity with school board policies, creation of board meeting agendas, running of an annual budget vote, and strong working knowledge of education law. Comprehensive written and oral language skills, strong computer skills, ability to perform complex tasks, highly effective organizational and supervisory skills.

Must possess sound professional judgement, including dealing with difficult situations and highly confidential information. Ability to work independently, strong problem-solving skills, ability to demonstrate professionalism and personable demeanor. Minimum of 5 years in a high-level support position preferred. 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.