Executive Assistant to the Board
Hamilton County Department of Education, Hickory Valley, TN, United States
Overview
Job Description
The purpose of this classification is to provide executive-level administrative and governance support to the Board of Education, ensuring the efficient, lawful, and transparent conduct of Board business in coordination with the Superintendent’s Office.
Responsibilities
Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out but may be considered incidental in the performance of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the duties herein described.
Serves as the primary liaison between the Board of Education, Superintendent, executive leadership, administrative staff, the public, Tennessee School Boards Association, and local government officials to facilitate communication and coordination.
Assists the Superintendent with preparing and monitoring the annual budgets for the Office of the Superintendent and the Office of the Board; reviews expenses, assigns account codes, reconciles budget reports, identifies potential issues, and recommends fund transfers as needed.
Prepares, maintains, and certifies official Board meeting minutes and permanent records; researches records as requested; assists with agenda development, preparation of Board packets, meeting notices, and communication of Board actions.
Coordinates and supports Board meetings by preparing materials, arranging meeting logistics, conducting Board member polls, and assisting with ceremonial elements of meetings as needed.
Maintains official Board records, policies, training documentation, and annual planning materials; coordinates public records requests and works with Finance on required audits of Board records.
Assists the Board Chair with the annual Superintendent evaluation and Board self-assessment processes.
Maintains the master calendar for the Board and Superintendent’s Office; schedules meetings, appointments, and events; prepares and distributes schedules and notifies stakeholders of changes.
Arranges travel, lodging, and registrations for Board members and designated staff.
Plans and coordinates meetings, work sessions, and retreats, including facilities, equipment, catering, and materials; records draft minutes and assists with final documentation.
Prepares and edits a wide variety of documents, including correspondence, reports, agendas, minutes, legal documents, presentations, schedules, spreadsheets, and other official materials.
Answers telephone calls and greets visitors in a timely fashion; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail; initiates and returns calls as necessary.
Assists in organizing and/or conducting special projects, special activities, or other events.
Works closely with the Executive Assistant to the Superintendent and the Executive Assistant to the Deputy Superintendent to ensure effective and timely communication among assigned departments.
Communicates through the proper channels to keep supervisor and other appropriate personnel informed of impending problems or events of unusual nature.
Provides assistance to other employees or departments as needed.
Updates Hamilton County Department of Education website with current information.
Attends meetings as needed.
Travels to school locations and other locations throughout the district to perform job duties.
Complies with applicable district, state, and federal codes, laws, rules, regulations, standards, policies and procedures.
Adheres to the Teacher Code of Ethics as defined by Tennessee Law.
Acts in a professional, respectful, and welcoming manner at all times.
Creates a customer-focused climate and provides quality services and support to schools, community, businesses, Superintendent of Schools, Board of Education, and other stakeholders.
Works collaboratively with all stakeholders.
Follows established procedures to ensure assigned areas are safe.
Maintains confidentiality.
Attends work and arrives at work on time.
Performs other related duties as assigned.
Qualifications
Education, Experience, and Qualifications
High School diploma or equivalent;
Five (5) years previous experience and/or training that includes office administration, project management, budget administration, personal computer operations bookkeeping, and payroll (preferably in a school system environment);
Or any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities for this job.
Must hold a valid state issued driver’s license
May be required to possess and maintain Appointment of Notary Public certification.
College-level course work or vocational training in office administration, basic bookkeeping, and personal computer operations preferred.
Knowledge, Skills, And Abilities
Ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.
Ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
Ability to prioritize job tasks.
Ability to perform addition, subtraction, multiplication & division. Ability to calculate decimals and percentages.
Ability to communicate effectively verbally and in writing.
Ability to use technology to create presentations/reports and maintain a variety of spreadsheets.
Compensation
Salary is based on a combination of relevant education and experience.
Grade: H
Salary Scale
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Job Description
The purpose of this classification is to provide executive-level administrative and governance support to the Board of Education, ensuring the efficient, lawful, and transparent conduct of Board business in coordination with the Superintendent’s Office.
Responsibilities
Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out but may be considered incidental in the performance of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the duties herein described.
Serves as the primary liaison between the Board of Education, Superintendent, executive leadership, administrative staff, the public, Tennessee School Boards Association, and local government officials to facilitate communication and coordination.
Assists the Superintendent with preparing and monitoring the annual budgets for the Office of the Superintendent and the Office of the Board; reviews expenses, assigns account codes, reconciles budget reports, identifies potential issues, and recommends fund transfers as needed.
Prepares, maintains, and certifies official Board meeting minutes and permanent records; researches records as requested; assists with agenda development, preparation of Board packets, meeting notices, and communication of Board actions.
Coordinates and supports Board meetings by preparing materials, arranging meeting logistics, conducting Board member polls, and assisting with ceremonial elements of meetings as needed.
Maintains official Board records, policies, training documentation, and annual planning materials; coordinates public records requests and works with Finance on required audits of Board records.
Assists the Board Chair with the annual Superintendent evaluation and Board self-assessment processes.
Maintains the master calendar for the Board and Superintendent’s Office; schedules meetings, appointments, and events; prepares and distributes schedules and notifies stakeholders of changes.
Arranges travel, lodging, and registrations for Board members and designated staff.
Plans and coordinates meetings, work sessions, and retreats, including facilities, equipment, catering, and materials; records draft minutes and assists with final documentation.
Prepares and edits a wide variety of documents, including correspondence, reports, agendas, minutes, legal documents, presentations, schedules, spreadsheets, and other official materials.
Answers telephone calls and greets visitors in a timely fashion; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail; initiates and returns calls as necessary.
Assists in organizing and/or conducting special projects, special activities, or other events.
Works closely with the Executive Assistant to the Superintendent and the Executive Assistant to the Deputy Superintendent to ensure effective and timely communication among assigned departments.
Communicates through the proper channels to keep supervisor and other appropriate personnel informed of impending problems or events of unusual nature.
Provides assistance to other employees or departments as needed.
Updates Hamilton County Department of Education website with current information.
Attends meetings as needed.
Travels to school locations and other locations throughout the district to perform job duties.
Complies with applicable district, state, and federal codes, laws, rules, regulations, standards, policies and procedures.
Adheres to the Teacher Code of Ethics as defined by Tennessee Law.
Acts in a professional, respectful, and welcoming manner at all times.
Creates a customer-focused climate and provides quality services and support to schools, community, businesses, Superintendent of Schools, Board of Education, and other stakeholders.
Works collaboratively with all stakeholders.
Follows established procedures to ensure assigned areas are safe.
Maintains confidentiality.
Attends work and arrives at work on time.
Performs other related duties as assigned.
Qualifications
Education, Experience, and Qualifications
High School diploma or equivalent;
Five (5) years previous experience and/or training that includes office administration, project management, budget administration, personal computer operations bookkeeping, and payroll (preferably in a school system environment);
Or any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities for this job.
Must hold a valid state issued driver’s license
May be required to possess and maintain Appointment of Notary Public certification.
College-level course work or vocational training in office administration, basic bookkeeping, and personal computer operations preferred.
Knowledge, Skills, And Abilities
Ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.
Ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
Ability to prioritize job tasks.
Ability to perform addition, subtraction, multiplication & division. Ability to calculate decimals and percentages.
Ability to communicate effectively verbally and in writing.
Ability to use technology to create presentations/reports and maintain a variety of spreadsheets.
Compensation
Salary is based on a combination of relevant education and experience.
Grade: H
Salary Scale
#J-18808-Ljbffr