Essential Duties and Responsibilities

• Keep Deputy Superintendent, Divisional Leadership, Superintendent and Board of Trustees informed of deadlines and pending items. Maintain calendars and schedule appointments and conferences; make necessary arrangements for meetings and conferences, including space, time, and participants; prepare replies to general requests and routine letters on varied matters of the Deputy Superintendent's and Board President's signature
• Handle arrangements for Deputy Superintendent as needed; including travel, appointments with local, state, federal and elected officials
• Maintain a high volume contact by telephone, email and in person with employees. Screen telephone callers and drop-in visitors, handle inquiries including substantive questions requiring research or technical knowledge or tactfully referring those which can be handled by other offices
• Review incoming mail for action of Deputy Superintendent; retrieve appropriate background information to be attached to the correspondence or other materials; note details pertinent to the Board member's, and Deputy Superintendent's calendars as needed for current and future attention
• Ensure follow-up on Deputy Superintendent decisions and requests and administration action items
• Assist with preparation of materials for Deputy Superintendent meetings. Maintain updated events calendar
• Organize and maintain filing systems, according to standard filing procedures, and at times according to local, state or federal guidelines; maintains a log of staff assignments
• Purchase supplies, maintain, and stock office supply closet, kitchens and copier
• Communicate with IT department for meeting support when necessary and ensure equipment is operational
• Reconcile absences in Absence Management System for Deputy Superintendent's office and Leadership team

• None

• High School diploma or GED
• Associate's degree preferred
• Minimum of 5 years clerical experience with progressive growth supporting C-level executive and Board preferred
• Maintain a high level of confidentiality concerning district, personnel, customer and vendor information
• Strong communication, interpersonal and organizational skills
• Ability to manage clerical and administrative support activities of a large school division, and to guide and support activities and staff
• Strong skills in the use of a microcomputer and word processing equipment, spreadsheets and database software programs, and rapid data entry keyboarding functions
• General office skills including photocopying, faxing, scanning and filing
• Ability to work well under pressure with constant deadlines and frequent interruptions
• Ability to interact with top level officials and all staff with tact, courtesy and diplomacy