Position: CCS BOE/Administrative Assistant to the CCS Superintendent

Reports to: Superintendent

Terms of Employment: 12 months

Pay Grade: Admin 1 Pay

Range: Admin 1

FLSA Status: Non-exempt

Purpose: To serve as executive assistance and support to the Superintendent and the Board of Education to facilitate effective and efficient school system operations, specifically as related to the functions of the Office of the Superintendent and the Board of Education.

Nature of Work: An employee in this position provides top level office support by performing a large variety of complex duties reaching into most parts of the organization. Many actions taken by the employee are based on general methods, policies, and purposes. The employee is expected to devise methods to produce the anticipated results. The job includes a variety of tasks, frequent interaction with staff and the public, and assignments that can be completed independently. Unusual situations arise with some frequency requiring discretionary judgment, analysis and independent action. Errors are not likely to be found before reaching the public or outside agencies and may be of such importance as to cause considerable loss of money, materials, prestige or goodwill for the entire school system.

Education and Experience

• Minimum high school graduate or equivalent
• Two years post-secondary business/office education preferred
• Considerable office experience involving a large variety of complex duties is preferred

Certification and Licensure Requirements (if applicable)

Responsible to the Superintendent:

• Administers travel budget for the Superintendent
• Handle concerns and questions/communications to the Superintendent from staff and stakeholders or redirects to the

appropriate personnel

• Act as a point of contact and provides courteous and efficient services for internal and external stakeholders
• Handling of the Superintendent’s correspondence and mail
• Management and maintenance of Superintendent’s calendar (daily, weekly, and monthly, annually)
• Coordinate details for Superintendent to attend meetings/workshops (registrations, reservations, etc.)
• Accountable for accurate reporting of daily transactions to the Superintendent and staff
• Accountable for accurate recording of monthly meeting procedures and follow-up communication
• Assist in preparation of weekly Cabinet agendas
• Attend weekly Cabinet meetings
• Maintain all records for Cabinet meetings
• Assist in preparation of the Principal End of Month Meeting agendas
• Attend Superintendent’s monthly Principal End of Month Meetings
• Ability to be flexible and adapt to changing situations
• Ability to listen effectively
• Establishes, maintains, and retrieve records and information resources
• Knowledgeable of the functions, practices, and resources of the system
• Promote good public relations in appearance, attitude and conversation
• Prioritize and identifies critical tasks
• Maintains the School Name and Address file (SNA) and The Educational Directory and Demographical Information Exchange

(EDDIE) ensuring district information is current in the State Directory as changes are made throughout the year

• The Educational Directory and Demographical Information Exchange (EDDIE) is an online application containing LEA and school information such as LEA numbers, school numbers, administrative contacts, school types, grade levels, calendar types, program types, addresses, and more.

• 
  This information is maintained and edited by subscribed users at the LEAs and Charter Schools. EDDIE is the authoritative source for NC public school numbers and demographic information and used by multiple systems including, Accountability, PowerSchool, NC School Report Cards and is used to meet federal reporting requirements.

• Keeps state School Name and Address File (SNA) current at all time

• access (Accountability Section – testing)
• information pulled for the School Report Cards
• information pulled for the North Carolina Education Directory

• Honors confidentiality in all matters

Other duties upon request to support the work of the Superintendent

Responsible to the Board of Education

• Administers travel budget for the Board of Education
• Records Management: Accountable for accurate recording of meetings for the Board of Education
• Manage and maintain Board of Education Minute Books
• Serve as custodian of the official Board of Education minutes on premises, ensuring Appropriate preservation and access by

the public

• Assist Superintendent in preparation of the Board of Education board meeting agendas and aterials
• Manage Board of Education agendas and development process
• Attend Board of Education monthly meetings, special called meetings, closed session meetings
• Coordinate facility and set-up for monthly Board of Education Meetings

• Clerk/Recorder of Board of Education Meetings (all meetings-monthly and called meetings) • Board of Education meeting

record custodian

• Responsible for the notification of Board of Education Meetings to the media
• Responsible for messages and correspondence to Board Members from the Superintendent, school personnel and parents by

phone, email, mail

• Keep track of Continuing Education Classes/Hours for the Board of Education
• Coordination of details for Board of Education Members to attend meetings, conferences, and workshops (registrations,

reservations, air fare, etc.)

• Track individual Board member expenditures and provide budget summaries throughout the year
• Coordinate and attend weekly Board of Education Spotlights
• Coordinate Board of Education Spotlight Recognitions and Student Interviews (recognition forms, certificates, agenda,

communication with principals)

• Administers the Board of Education Policy Manual
• Honors confidentiality in all matters of the Board of Education

Other duties upon request to support the work of the Board of Education.

Responsibilities in Administration Services

• Administer travel for executive staff members
• Coordinate calendar for executive staff members
• Maintain the supplies for Administration Services
• Accountable for the payroll reporting of staff for the Administration Department, Cabinet Members, the Technology

Department and Principals

• Serve as a backup for the Switchboard/Receptionist
• Provide Notary Public services
• Honors confidentiality in all matters of the Administrative Services Other duties upon Request to support Administration

Services and Executive Staff members.