HDSV0293190-0000
2024-01-01T00:00:00
2024-01-01T00:00:00
Secretary to the District Superintendent Anticipated Start Date: January 1, 2024 Qualifications: 5 years responsible office experience in public agency or private business with a minimum of 3 years in a position, specified as “confidential”. Hours: 8 hours/day, Monday - Friday (and as necessary for special events, etc.)Posting remains open until filled.Secretary to the District Superintendent The Secretary to the District Superintendent reports to and serves at the pleasure of the Superintendent; assists the Superintendent with various office tasks and Board of Education materials and events; prepares agendas and materials for all meetings that the Superintendent conducts; serves as office manager; opens, prepares, and distributes all correspondence; maintains accurate and perpetual records for the Superintendent; maintains all daily correspondence for the Superintendent; key liaison to district staff and community members; ability to frequently interface with the public, outside agencies and all levels of district staffing; must possess strong verbal and written communication skills as well as strong attention to detail; is organized and proactive; and performs a variety of related tasks as required or assigned.JOB GOALS - SELF DIRECTED: The Superintendent makes assignments and requests tasks to be completed, as required, and relies upon the Secretary to the Superintendent to carry out assignments, in accordance with established procedures and policies of the School District. To follow all verbal and written instructions of the Superintendent, for work assignments.RESPONSIBILITIES : Maintains a regular filing system, as well as a set of locked confidential files, and processes incoming correspondence as instructed. Places and receives telephone calls, and records messages. Orders and maintains supplies as needed. Maintains Superintendent’s calendar and schedules appointments and makes arrangements for conferences, interviews and hearings. May be required to assist with travel arrangements for Superintendent, board members and administrators, as needed, including making hotel reservations and conference registration forms.Prepares a variety of material, such as letters, reports, memos, statements, etc., from rough draft or corrected copy. Files correspondence and other records in prescribed manner. Clears files at designated intervals under Superintendent’s direction. Works with Superintendent and Business Administrator to prepare the budget and related documents. Maintains information on district managed scholarships and prepares related materials, letters, etc. Completes all other assignments as identified by the Superintendent of Schools. SKILLS AND ABILITIES: Should possess a high level of professionalism and confidentiality.Should possess an even temperament, good manners and the ability to comprehend and carry out the objectives of the position in a very personable manner, possess judgment and discretion in handling all matters of a confidential nature. Should also have empathy and be able to diffuse difficult or confrontational situations. Duties and responsibilities vary in accordance with office assignments and workload demands which arise out of the general operation of the Central Office. The duties and responsibilities require special clerical skills and routines as determined by the needs of the office and by the Superintendent of Schools. The specific nature of the work assigned is dependent upon the changing administrative needs of the Office of the Superintendent. This position requires exercise of mature judgment, clerical ability and the use of good knowledge of office terminology, procedures, equipment and policies. The wide variety of duties are independently performed and are directly related to relieving the Superintendent of routine office details by performing tasks such as composing and reviewing correspondence, obtaining and presenting information on the operation of computers and word processing equipment. It is noted that work requires a minimum of direction and includes filing of letters, reports, preparing and maintaining confidential data and files. QUALIFICATIONS:Five years responsible office experience in public agency or private business and a minimum of three years in a position as a specified “confidential” employee. ADDITIONAL DUTIES AS APPLICABLE:The District reserves the right to materially change, at its sole discretion and at any time with additional compensation, the duties of the Secretary to the District Superintendent position. Those duties and responsibilities could include (but are not limited to) the following:Secure all materials to be presented to the Board of Education, Prepare first draft and final copy of Board Agendas and Minutes; Maintain the permanent files of all Board Minutes, Resolutions, and related materials as per Board policy and State Regulations;Attend all Agenda preparation and Board of Education meetings; Perform all other duties as assigned by the Board of Education; Maintain the Highest level of confidentiality.
Clerical/Support Staff
Hudson City School District
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