Administrative Assistant IV (Superintendent's Admin. Asst)
Juneau School District - Juneau, AK

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Full time position (1.0 FTE)
District Office Do you enjoy working in a fast-paced environment?
Are you a team player?
This is a professional career move that will provide you with many rewards.
Position Summary : Under the direction of the Superintendent, serves as personal assistant to the Superintendent and, on occasion, to the Board of Education, providing a wide variety of secretarial and administrative support services. Maintains a professional work environment and displays excellent customer service skills. Some evening hours will be required for attendance at meetings.

Minimum Requirements :
  • High school diploma or equivalent.
  • Five years progressively responsible clerical work experience.
  • Outstanding customer service and interpersonal skills are a must.
  • Able to maintain confidentiality at all times.
  • Able to use a computer and software effectively to successfully carry out job duties.
  • Excellent oral and written communication skills.
  • Skilled in Excel and Word.
  • Exceptional organizational skills.
Preferred Requirements :
  • Must be able to work individually, sometimes with little direction.
  • Able to prioritize work and meet deadlines.
  • Previous work experience working with confidential materials.
  • Prior experience working in a school district is beneficial.
  • Valid Alaska driver's license desired.
Typical Responsibilities :
  • Serves as receptionist for Superintendent's office greeting visitors, answering and placing telephone calls, and maintaining Superintendent's appointment schedule.
  • Acts as an extension of the Superintendent by relieving him/her of certain paperwork activities, as well as information gathering and dissemination. Performs and manages the daily activities of the Superintendent’s office.
  • Coordinates communication between the Superintendent's office and administrators and staff, the public or other district officials.
  • Prepares s a wide variety of materials such as correspondence, reports, forms, applications, lists, requisitions, memoranda and other documents, independently or from oral instructions. May transcribe dictation of letters and memoranda, including confidential material as required by the position.
  • Reviews incoming correspondence and directs it to the appropriate office. May respond directly to incoming correspondence or compose a suggested response for the Superintendent's review.
  • Utilizes word processing, spreadsheets, databases, email, web authoring, and other software required by the position.
  • Makes travel arrangements and prepares the necessary travel documentation.
  • Demonstrates considerable knowledge of the rules, regulations, policies, procedures, precedents and terminology associated with district administrative regulations and Board of Education policies. Maintains the Board of Education Policy Manual and provides updates to policies and regulations as they are revised and adopted by the Board of Education. Responds to questions from staff and the public regarding policies, regulations and procedures.
  • Plans, conducts, and completes studies and projects as directed by the Superintendent. Such projects require gathering a wide variety of information from numerous sources, photocopying and making extracts. Organizes, formats and does minor analysis of information gathering.
  • Prepares for and attends administrative meetings as directed by the Superintendent for the purpose of providing input, taking minutes and follow-up action.
  • Assists the Superintendent in the preparation and dissemination of the Board of Education packets and is responsible for advertising meeting dates, times, agendas, and the Board of Education meeting minutes via the media. Takes minutes during the Board of Education meetings. Maintains the official permanent records of the Board of Education minutes.
  • Handles requests from Board of Education members for information, documents, copies of correspondence and reports.
  • Provides secretarial/administrative support to the Board of Education by maintaining official records, follow-up action, drafting correspondence, making travel arrangements for conferences, coordinating and advertising Board of Education meetings.
  • Posts Superintendent and Board of Education information on the district’s website.
  • Designs and maintains ledger systems for the Superintendent and Board of Education budget.
  • Assists in preparation of budgets for the Superintendent's office and Board of education. Maintains financial records, receives and deposits money. Reconciles balance accounts, prepares billings, monitors expenses against the budget.
  • Prepares purchase orders, issues, receives and maintains inventory of department supplies, instructional materials, forms and equipment.
  • Utilizes word processing, spreadsheets, databases, email, web authoring, and other software required by the position.
  • Organizes, monitors and adjusts assignments to assure timely and proper completion.
  • Maintains and organizes a variety of records, logs and files including information of a confidential nature.
  • Compiles information and data for reports, verifies data for accuracy, completeness and compliance with established procedures, and and assists in the preparation of reports as required.
  • Obtains and provides information and assists in resolving questions and issues as appropriate. Responds to requests for information, and addresses complaints or concerns, from students, staff and the general public regarding district programs, policies, procedures and regulations.
  • Alerts the Superintendent to potential problems related to district operations.
  • Performs related duties as required.
Compensation:
This is a full time 12-month position working 37.5 hours/week with a starting salary of $23.03 per hour plus the District's excellent benefit package including health, dental, vision and life insurance, participation in the Public Employees Retirement System (PERS), and paid sick and vacation days. This is a classified exempt position and is not represented by a bargaining unit.

To apply Visit the District's website at www.juneauschools.org/hr and complete an electronic application.

Selected individual will be fingerprinted at applicant's expense and fingerprints will be forwarded to the Alaska State Troopers and the FBI for a criminal background check .

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