Job Description

Job Title: Executive Assistant to the Superintendent Reports To: Superintendent FLSA Status: Non-Certified Exempt Approved Date: 1/27/2023 GENERAL DESCRIPTION Highly effective Executive Assistant to provide personalized administrative support in a well-organized and timely manner. Requires execution of a variety of tasks, projects and planning related to the superintendent’s working life and communication. Must bring enthusiasm to a fast paced work environment that is always full of change. Must be an excellent communicator who maintains the highest level of professionalism at all times and can be trusted with confidential information. This position requires flexibility in the individual’s schedule. Enhances superintendent's effectiveness by providing information management support; representing the superintendent to others. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, outside clients and vendors.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: ● Maintains schedules of the superintendent - Managing multiple or complex calendars for meetings, travel and personal commitments. ● Plans, coordinates and ensures the superintendent’s schedule is followed and respected. Provides "gatekeeper"" role, creating win-win situations for direct access to the superintendent’s time and office. ● Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures while maintaining a high level of professionalism. ● Can envision a project and make this vision understood by all stakeholders. ● Researches and follows up on incoming issues and concerns addressed to the superintendent, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. ● Will develop, execute, and oversee communications systems, whether internal or external, that effectively describe and promote the vision and mission of the organization. ● Ensures information consistency and accuracy by formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics. ● Works closely and effectively with the superintendent to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the superintendent updated. ● May interface with clients and partners at a senior management level. ● Requires discretion, confidentiality and detailed knowledge of the organization’s operations, procedures and people. ● Supports the Board of Education through agenda preparation and policy management using BoardDocs software application. ● Maintains superintendent office budget, submitting expenses for reimbursement or invoice payment, tracking purchase orders and expenses, and reconciling budget annually. ● Response to calls and routes to appropriate individuals, responds to inquiries from employees, parents and community members. ● Coordinates with the treasurer's office of all financial documents.

● Coordinate and undertake secretarial and administrative services to ensure efficient flow of information and correspondence and in-turn to constantly review method of work to promote further efficiencies and support of the organization. ● Negotiating with suppliers and vendors to gather quotes, order supplies and maintain office inventory. ● All other duties as assigned.

QUALIFICATIONS Excellent Writing Skills, Reporting Skills, Supply Management, Scheduling, Microsoft Office Skills, Google Products, Organization, Time Management, Presentation Skills, Travel Logistics, Verbal Communication The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION The individual must possess professional experience in this role, secretarial experience or equivalent. Bachelor's degree preferred; associates degree required. Working knowledge of modern office procedures and the operation of office equipment and machines is required. Experience with personal computers is required. Experience with state and district selected software is required.

LANGUAGE SKILLS Ability to read and interpret documents such as safety rules and procedural manuals. Ability to write routine reports and correspondence. Ability to speak effectively and courteously before parents, staff and students, in person and on the telephone. To extend warm personal greetings to visitors, in a helpful demeanor and pleasant telephone voice. Proficient in writing, editing and proofreading pertinent documents in a timely manner.

OTHER SKILLS AND ABILITIES Must possess excellent PC skills to include Microsoft office and Excel in addition to a variety of software products, strong administrative and business operations knowledge. Minimum of 5 years of administrative experience using Microsoft office suite. Specialized training on project/systems development and assessment. Ability to develop effective working relationships with staff and the school community. Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Education policies. Ability to have working knowledge of basic office procedures, operation of office equipment and machines.

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. While performing the duties of this job, the employee is regularly required to stand, walk, use hands to finger, reach with hands and arms, handle or feel and talk or hear. The employee frequently is required to stoop, kneel, crouch or crawl. The employee is occasionally required to sit and climb or balance. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move more than 50 pounds if required.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Company Description

West Clermont Local School District is On The Rise! With more than 8,000 students district-wide, West Clermont is the 24th largest public school district in the state of Ohio. Building on its forward momentum, West Clermont is committed to success with Every Learner, Every Day, in Every Way!