Secretary to the Superintendent of Schools/BOE Clerk

  • 5928 SW 53rd St, Topeka, KS 66610, USA
  • Full-time

Company Description

Auburn-Washburn Unified School District 437 is a district consisting of 128 square miles of suburban and rural areas in southwest Topeka and Shawnee county. Presently, we have 13 total attendance centers — one early childhood center, seven elementary schools, one middle school, one high school, and two alternative learning centers.

Our schools reflect the commitment to excellence within our community. Above all, we strive for every student to succeed. If academic achievement and student body growth are indicators of success, we are reaching our goal. We consistently rank among the leaders in a variety of test scores including the ACT and SAT, as well as in National Merit Scholarships.

Job Description

TITLE:  Secretary to the Superintendent of Schools

REPORTS TO:  Superintendent of Schools

JOB GOAL:  To assure the efficient and organized operation of the Superintendent’s office and to contribute to effective school/public relations by prompt and courteous handling of all inquiries and visitors.  To assist and relieve administrative supervisor of paperwork and impediments, so that he/she may devote maximum attention to the administration of the district.

ESSENTIAL FUNCTIONS:

  1. Serve as the personal secretary to the Superintendent of Schools.
  2. Receive visitors and callers from other departments, offices, patrons of the district and from outside the district, ascertain the purpose of the visit or call and personally dispose of the matter by referring the caller or visitor to the proper department or attendance center, or if necessary, arrange for direct contact with the Superintendent.
  3. Maintain the superintendent’s appointment schedule and make arrangements for conferences, interviews and travel.
  4. Give direction and assistance to administrators and secretaries.
  5. Prepare correspondence, requisitions, reports and related papers as it pertains to the Superintendent of Schools.
  6. Assist in the preparations, arrangements and notifications of all deadlines, schedules, meetings, and trips by the Superintendent of Schools.
  7. Contact members of the Board of Education when necessary.
  8. File office correspondence and records, determining proper file designation to be used and see that the proper distribution and disposition of notices, memoranda, directives and related material is made.
  9. Assist the Superintendent of Schools in the preparation of material for submission to the Board of Education.
  10.  Assist in the preparation, compiling and typing of all State reports required from the Superintendent of Schools.
  11. Update all Board Policies that have been approved by the Board of Education and distribute to the appropriate personnel.
  12. Prepare the staff directory and negotiated agreement for distribution to appropriate personnel.
  13.  Process incoming and outgoing mail for the Superintendent of Schools.
  14. Send memorials to AW Public Schools Foundation; maintain accounting for Central Office fund.
  15. Perform other related duties as required.

TERM OF EMPLOYMENT: 8 hours/day, 12 months/year (benefits-eligible)

SALARY: $15.00/hour 

EVALUATION: Performance of this job will be evaluated annually by the Superintendent of Schools.

TITLE:                                    Clerk of the Board of Education

REPORTS TO:                       Board of Education

ESSENTIAL FUNCTIONS:

1.         Attend all regular and special meetings of the Board of Education. (excluding        work sessions)

2.         Attend long-term suspension hearings and prepare hearing officer’s decisions; notify Board Attorney if decision is appealed by parents and make arrangements for appeal hearing; prepare notification to parents and staff involved.

3.         Keep full and accurate minutes of all regular and special meetings of the Board of             Education.

4.         Give public notice of all meetings of the Board of Education.

5.         Help prepare the Board agenda with the known items of business to be considered at the meeting and electronically release the Board packet to the Board of Education at least 48 hours prior to the meeting.

6.         Publish all legal notices concerning district business.

7.         Keep a record of all tabled items and request for future items for the Board of        Education agenda.

8.         Perform other tasks from time to time that may be assigned.

9.         Prepare correspondence, requisitions and related papers as it pertains to the Board             of Education.

10.       Update board policy on computer when new or revised policies are adopted and    notify appropriate personnel.

11.       The Deputy Clerk, when appointed, will perform those duties of the Clerk as         assigned and under the supervision of the Clerk.

TERM OF EMPLOYMENT: Twelve (12) months

SALARY: $22.50/hour (BOE meeting attendance hours only)

EVALUATION: Performance of this job will be evaluated annually by the President                         of the Board of Education and the Superintendent of Schools.

Qualifications

Secretary to the Superintendent of Schools

QUALIFICATIONS:

1.      High school graduate or equivalent, including, or supplemented by, courses in typing and business practices; prefer completion of experience and training that demonstrates the required knowledge, skill and ability.

2.      Extensive knowledge and experience in working with PC operations, Microsoft Word, Excel, and other office equipment.

3.      Demonstrate typing and word processing skills on district test battery.

4.      Demonstrate competence for assigned responsibility and maintain confidentiality of employee and student records and files.

5.      Proficient in business English, spelling, commercial math, and proofreading.

6.      Knowledge of the overall operations of a school district’s central office, the functions and scope of authority of the central office as related to the handling and dispositions of complaints and requests for information.

7.      Proficient and professional in the use of tact and courtesy, and the exercise of good judgment.

8.      Ability to make minor decisions in accordance with laws, regulations, district policies, department policies and procedures.

9.      Ability to maintain effective working relationship with other employees and the general public.

10.  Ability to prepare effective correspondence on routine matters and to perform routine office management details with only general supervision.

11.  Ability to accurately complete official state reports and district reports and records.

12.  Such alternatives to the above qualifications as are determined to be appropriate and acceptable.

PHYSICAL REQUIREMENTS:

  1. Kneeling:  Bending legs at knee to come to a rest on knee or knees.
  2. Reaching:  Extending hands and arms in any direction.
  3. Lifting:  Raising objects from a lower to a higher position or moving objects horizontally from position to position.  Requires the substantial use of the upper extremities and back muscles.
  4. Fingering:  Picking, pinching, typing/keyboarding or otherwise working primarily with fingers rather than the whole hand or arm as in handing.
  5. Talking:  Expressing or exchanging idea by means of the spoken word.
  6. Hearing:  Ability to receive detailed information through oral communication.
  7. Repetitive motions:  Substantial movements (motions) of the wrists, hands, and/or fingers.
  8. Sedentary work:  Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.  Work involves sitting most of the time.
  9. Visual Acuity – Clerical:  work deals largely with preparing and analyzing data and figures, accounting, transcription, computer terminal extensive reading, operation of machines at distances close to the eyes.
  10.  The worker is not substantially exposed to adverse environmental conditions.
Clerk of the BOE

QUALIFICATIONS: Such qualifications as the Board of Education may find                                 appropriate and acceptable.

PHYSICAL REQUIREMENTS:

1.         Kneeling:  Bending legs at knee to come to a rest on knee or knees.

2.         Reaching:  Extending hand(s) and arm(s) in any direction.

3.         Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position to position. Requires the substantial use of the upper extremities and back muscles.

4.         Fingering: Picking, pinching, typing/keyboarding or otherwise working primarily with fingers rather than with the whole hand or arm as in handing.                                         

5.         Talking: Expressing or exchanging ideas by means of the spoken word.

6.         Hearing: Ability to receive detailed information through oral communication.

7.         Repetitive motions: Substantial movements (motions) of the wrists, hands, and/     or fingers.

8.         Sedentary work:  Exerting up to 10 pounds of force occasionally and/or a   negligible amount of force frequently or constantly to lift, carry, push, pull or    otherwise move objects, including the human body.  Work involves sitting most   of the time.

9.         Visual Acuity--Clerical:  Work deals largely with preparing and analyzing data     and figures, accounting, transcription, computer terminal extensive reading, at   distances close to the eyes.

10.       The worker is not substantially exposed to adverse environmental conditions.

Additional Information

Auburn-Washburn USD 437 provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Auburn-Washburn USD 437 complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Auburn-Washburn USD 437 expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Auburn-Washburn USD 437’s employees to perform their job duties may result in discipline up to and including discharge.