Durango School District 9-R is accepting applications for an Executive Assistant to the Superintendent and Board Clerk.  Includes benefits. Begins July 1, 2021.

Job Title:  Executive Assistant to the Superintendent and Board Clerk                 

Pay Grade:  Managerial/Technical Scale

Job Family:  Managerial/Technical                                                                              

FLSA Status:  Non-exempt              

Department: Superintendent’s Office                                                                            

Prepared Date: October 3, 2014

Typical Work Year:  12 months 

SUMMARY:  Perform executive assistant duties associated with the Office of the Superintendent and fulfill district clerk responsibilities for the Board of Education.

ESSENTIAL DUTIES AND RESPONSIBILITIES:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 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.  The frequency and percentage of time of duties may vary during an active election year. 

D          20%           Provide executive assistance and support to the Superintendent.  Prioritize incoming information and track  correspondence.  Ensure the Superintendent is up to date and informed.  Assist the Superintendent with planning and preparing reports, memoranda, and information for the District and Board of Education.

D           10%          Respond to inquiries from staff and constituents, providing information or redirecting inquiries as appropriate.  Provide assistance with parental/community concerns, questions, and calls.  Screen calls and refer appropriately.  Answer inquiries and offer assistance.  Anticipate problems and conflicts and help develop productive solutions.

D          20%           Research, collect and compile information, prepare reports, surveys, and other materials for the Superintendent.

D           3%            Organize and maintain the Superintendent’s schedule; arrange all aspects of appointments, meetings, and events as needed.

W           2%               Develop and maintain the board’s calendar; arrange all aspects of meetings and events.

W          10 %         Prepare and distribute board meeting agendas and supporting materials for board members, the superintendent, other administrators, and the public. 

D           10%          Ensure that all legal requirements for posting, conducting, and recording board meetings, including executive sessions, are met; attend all board meetings; records, prepare, disseminate, and preserve board meeting minutes.

W         10%           Research policy, regulatory, and legal matters as directed; generate reports; communicate with legal counsel as needed.  Prepare, process and/or notarize legal documents and correspondence for the superintendent and/or board.

W          4%            Monitor the superintendent’s and board’s budget accounts including requisitioning items for payment and reconciling purchasing card purchases.

W          3%            Coordinate the maintenance of the District Policy website to ensure that District and Board Polices remain current and compliant.  

A          5%             Perform duties of the designate election official including attending training and meetings by the La Plata County Clerk and Recorder, posting public notices as required by law, verifying registered voters on candidate petitions, certifying ballot information, and summarizing ballot initiative comments.

Ongoing 3%         Perform other duties as assigned.

EDUCATION AND TRAINING: High school diploma or equivalent, plus technical courses/training in computers, office organization/management, legal responsibilities of board clerks, public relations.

EXPERIENCE: Minimum of three years executive secretarial or administrative assistant experience, including coordinating large project preferably in an educational or governmental setting.

CERTIFICATES, LICENSES, & REGISTRATIONS:  Criminal background check required for hire.  Must acquire Notary license within one month after hire.

TECHNICAL SKILLS, KNOWLEDGE, & ABILITIES:

• Advanced oral and written communication skills

• Advanced interpersonal relations skills and public relations skills

• Intermediate to advanced knowledge of Microsoft Word, Excel, Power Point, and calendar management software

• Strong leadership and organizational skills

• Critical thinking and problem solving skills

• Ability to maintain confidentiality in all aspects of the job

• Ability to manage multiple tasks/priorities with frequent interruptions

• Ability to promote and follow Board of Education policies, Superintendent policies and building/department procedures

• Ability to communicate, interact and work effectively and cooperatively in a team setting

• Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment and report unsafe conditions to the appropriate administrator

MATERIALS AND EQUIPMENT OPERATING KNOWLEDGE:

• Operating knowledge of and experience with personal computers and peripherals

• Operating knowledge of and experience with Microsoft Office, email/calendar systems, financial software, publishing software

• Operating knowledge of and experience with typical office equipment, such as telephones, copier, fax machine, E-mail, etc.

• Operating knowledge of tape recorders and microphone systems

• Operating knowledge of District-related software within 6 weeks of hire

Durango School District 9-R is an equal opportunity educational institution and will not discriminate on the basis of race, color, sex, religion, national origin, ancestry, creed, age, marital status, sexual orientation, genetic information, disability or need for special education services in admissions, access to treatment, or employment in educational programs or activities which it operates, or any other applicable status protected by federal, state or local law. For information regarding civil rights or grievance procedures, contact Laura Galido, Compliance Officer, Durango School District 9-R, 201 E 12th Street, Durango, CO 81301, (970) 247-5411, lgalido@durangoschools.org, or the Office for Civil Rights, U.S. Department of Education, 1244 Spear Boulevard, Suite 310, Denver, CO 80204-3582, (303) 844-5695.