Administrative Assistant to the Deputy Superintendent 1.0 FTE
Decatur Public Schools - Decatur, IL

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QUALIFICATIONS

/KNOWLEDGE/SKILLS

:



High School diploma required, Bachelors Degree Preferred



Post high school

professional training required



Strong organizational, analytical, communicat

ions and human relations skills



Strong dic

tation and transcription skills



Proficiency in the use of computer syst

em and word processing software



Able to maintain confidential

ity as required and appropriate



Such alternatives to the above qualifications as the Board may

find appropriate and acceptable

EXPERIENCE

:

Minimum five years of experience as a

S

ecretary or in a similar position.

CONDITIONS OF EMPLOYMENT

:



Fingerprinting and job-related background check required



Passing score on required in-basket assessment

REPORTS TO:
Deputy

Superintendent

of Schools

JOB GOAL:
To serve as the

Deputy

Superintendent

's confidential

assistant

and ensure the smooth and efficient operation of the Deputy

Superintendent

's Office so that the Deputy

Superintendent

may devote maximum attention to the educational administration of the school district.

ESSENTIAL FUNCTIONS:
(The following are the essential fundamentals to include but not limited to the following job duties.)



Performs secretarial

work of a confidential nature

as assigned by the

Deputy Superintendent

.



Supports

Deputy Superintendent

, Board of

Education

, or other confidential managers for the purpose of providing assistance with their administrative functions and providing administrative support for collective bargaining.



Coordinates the efficient workflow of the school system relative to the responsibilities of the

Deputy Superintendent

.



Maintains a filing system both for "hard copy" and computer fil

es

and readily retrieves documents and information from these files.



Maintains an administrative job calendar/tickler file and utilizes its contents to keep the

Deputy Superintendent

informed.



Maintains a schedule of appointments for the

Deputy Superintendent

.

Makes

arrangements for conferences, meetings and interviews, and follows up on arrangements to ensure

the most efficient use of the Deputy Superintendent's time.



Assists the

Deputy Superintendent

in preparing reports required by law, administrative code

,

and board policy.



Takes and transcribes dictation of various types,

such as:
correspondence, reports, notices and recommendations

for negotiations and other meetings.

Disseminate minutes in a timely manner.



Provides input

regarding

the ordering of supplies

.

Prepares

purchase orders as required.



Prepares motions for the agenda of the

School Board

meetings, compiles

and

organizes backup materials for the

Deputy Superintendent

, and follows up

on the

actions of the

School Board

.



Makes arrangements and prepares materials for

Board

committees

and

activities led by the

Deputy Superintendent

.



Assists with district mailings including, but not limited to

,

weekly mailings to the Board.



Processes all mail and

correspondence for the

Deputy Superintendent

. Maintains

appropriate records

,

filing mail

, and

correspondence as needed.



Maintains automated and hard copy records of personnel evaluations and keeps the

Deputy Superintendent

informed of their status.



Places and receives telephone calls, records messages for the

Deputy Superintendent

,

and follows up on telephone requests in accordance with procedures established by the

Deputy Superintendent

.



Duplicates and packages materials accurately and disseminates them promptly as directed.



Orders forms/stationery for

Deputy Superintendent

's Office/Central Office/District.



Maintains lists of

Deputy Superintendent

's publications and memberships and renews as appropriate.



Prepares various reports such as: student

and class

enrollment

reports

,

emergency evacuation drills

,

discipline reports

, and other

monthly

and end of year State reports

.



Types

,

midyear

and end of year

,

administrative evaluations.



Types and disseminates job d

escriptions and

B

oard

po

lic

ies

in

acco

rdance with district procedures.

Maintains

district policy

manuals.



Performs such other tasks and assumes such other responsibilities as assigned by the

Deputy Superintendent

.

TERMS OF EMPLOYMENT:
8 hours per day for

260 day

s -

Salary to be

establ

ished by the Board of Education

GRADE LEVEL

:

Administrative Support - Confidential Position

EVALUATION:
Performance of this job will be e

valuated in accordance with the

provisions of the Board's policy on Evaluation of

Educational Support Personnel.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment:
The noise level in the work environment is usually moderate. The job is performed under minimal temperature variations and a generally hazard free environment. The noise level in the work environment is usually moderate.

Physical:
While performing the duties of this job, the employee is regularly required to use repetitive hand motions, including prolonged use of a computer terminal. The employee is frequently required to sit, see, talk, and hear. The employee is occasionally required to stand and walk. The employee must frequently lift and/or move up to 20 pounds.

Vision:
Specific vision abilities required by this job include close vision, depth perception, and ability to adjust focus with or without correction.

Hearing:
Hear in the normal audio range with or without correction.

Mental Demands:
While performing the duties of this job, the employee regularly is required to compare, analyze, communicate, coordinate, instruct, synthesize, evaluate, use interpersonal skills, compile, and negotiate. The employee frequently is required to compute. The employee occasionally is required to copy.

Decatur Public Schools is an equal employment opportunity employer with an affirmative action plan.

Board Approval 4-23-13

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