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Title: Executive Assistant-Superintendent DBM Classification: C43/Grade 14 Department: Superintendent's Office Salary Range: $63,451 - $88,197 Employee Group: Individual Contract Prepared Date: March, 2024 Reports to: Superintendent FTE/ FLSA Status: 1.00-12-Months- Exempt SUMMARY OF RESPONSIBILITIES Under the direction of the Superintendent, the Executive Assistant is responsible for providing high-level, confidential, and administrative support functions for the Superintendent and the School Board. Duties and responsibilities of the position include assisting in the development and assembly of Board meeting agendas and Superintendent meeting agendas; attending all board meetings; taking and publishing minutes and resolutions; screening calls and visitors, managing the Superintendent's calendar; and assisting in resolving and addressing routine issues and problems not requiring the attention of the Superintendent; providing coordination and assistance in scheduling workshops, making travel arrangements, or arrangements for meetings and events; and for maintaining and organizing the records and files (e.g. District policies, expulsion/student discipline) within the Superintendent's Office. This classification differs from other positions assigned to the Administrative Assistant classification series in that the requirements of the job involve extensive knowledge of District administrative policies, school functions, operations, and election activities, and considerable tact and discretion in dealings with District personnel, the public, and elected officials concerning matters of confidentiality, data privacy, board and parliamentary procedures. DUTIES AND RESPONSIBILITIES Provides administrative support to the Superintendent and the School Board. Informs and explains administrative board policies, plans, schedules, practices, guidelines, or other issues coming out of the Superintendent's Office/Board, as directed. Identifies issues and opportunities related to the operation of the Superintendent's Office. Researches past practices, offers recommendations, and implements changes to address the issues/opportunities. Prepares communications for the Superintendent and Board. Supports the Superintendent and School Board Policy Committee in maintaining and updating District policies. Reviews policies in relation to state/federal mandates and Minnesota School Board Association policy revisions. Prepares, compiles, edits, and distributes all reports and correspondence required of the Superintendent, Board, or Administration. Receives and coordinates data requests related to Minnesota Data Privacy laws. Organizes, compiles, and maintains reports, records, etc., needed by the Superintendent or Board. Maintains proper paperwork and records for student discipline/expulsions. Collaborates and works closely with the Superintendent in the development, assembly and distribution of board agendas, board packets, meetings notices, and the like. Screens all calls and visitors seeking or requesting the Superintendent. Maintains the Superintendent's calendar and appointment and meeting schedules. Supports the School Board Members in scheduling appointments, conferences and events. Handles and resolves issues and routine concerns that do not require the assistance of the Superintendent. Prioritizes calls and requests. Keeps the Superintendent informed of important matters, priorities, and activities. Prepares follow-up correspondence, as necessary. Hears and handles parent interactions and concerns appropriately determining the appropriate direction and person to address the issues of the parent. May occasionally provide administrative support to other cabinet members, as needed. Serves as the District's Election Clerk. Performs other duties as assigned. KNOWLEDGE, SKILLS & ABILITIES Office principles and practices of office administration and organization. Computers and related software. School District organization, programs and operational prac ices. Office organization, records retention, and records management principles and practices. Data privacy and open meeting laws and parliamentary procedures. District and Board procedures and policies. Familiarity with office equipment, computers, general office productivity software (i.e. word processing, spreadsheet, presentational software, email programs, etc.) Skilled in communicating effectively on interpersonal and group levels. Customer service and human relation skills in assisting, screening, handling, and dealing with informational requests of both District staff and the public. Using, applying, and performing word processing, database maintenance, web maintenance, spreadsheet creation and use of presentational, graphic programs or other office productivity software. Coordinating, planning, and organizing activities for board meetings, Superintendent meetings, etc. Applying basic math skills in adding, subtracting, dividing, multiplying, calculating percentages, ratios, or averages or percentiles. Organizing, making arrangements for, and carrying out departmental projects, coordinating events and activities with minimal direction in accordance with established management, departmental operations, and work methods. Applying judgment, discretion, and initiative in addressing job functions in accordance with policies, procedures, and rules of the District and administrator directives. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. 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 sit, use hands, talk, and hear. The employee is occasionally required to stand, walk, reach with hands and arms, and lift and/or move up to 10 pounds. Specific vision abilities required by this job include close and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually quiet. EDUCATION and/or EXPERIENCE Requires Associate's Degree, Office Administration, Office Management, or related area. Minimum of three (3) years directly related experience performing administrative and executive support experience. Additional experience may be substituted for educational requirements as determined by Human Resources.