EXECUTIVE ADMINISTRATIVE ASSISTANT TO THE SUPERINTENDENT AND SCHOOL BOARD

SUMMARY:

Under direct supervision of the Superintendent, this position completes detailed and written work, and coordinates other matters essential to the efficiency and effectiveness of the Superintendent and the School Board. Tasks may include scheduling meetings, arranging travel, posting information for the public, and performing a variety of Human Resources functions. The employee filling this role should be able to carry out all tasks successfully with minimal supervision and with the strictest confidentiality.

The ideal candidate for this role is someone who is comfortable leaning into moments of discomfort that naturally arise in a people-focused position and can navigate sensitive situations with professionalism, discretion, and empathy. This role requires the ability to remain calm and effective under pressure, manage competing priorities, and adapt quickly in a dynamic environment. During quieter periods, the successful candidate will be self-directed, proactive, and able to identify meaningful work without constant supervision�understanding that trust, initiative, and sound judgment are essential to supporting the Superintendent and School Board effectively.

ESSENTIAL FUNCTIONS:

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Office Functions:

1. Maintains a schedule of appointments and arranges for conferences and interviews.
2. Places and receives telephone calls and receives messages, processes incoming correspondence, and screens unexpected callers in accordance to District procedure.
3. Maintains historical student files and provides student information such as transcripts, medical records, etc. according to District procedure for confidential records.
4. Creates, edits, and distributes correspondence, reports, and notices for the Superintendent and Board of Education as necessary.
5. Performs basic bookkeeping functions such as collecting receipts and entering requisitions for purchases, and reconciling the credit card statement at the beginning of every month.
6. Obtains, gathers, and organizes pertinent data as needed and sets data into a usable form.
7. Welcomes visitors and arranges for their comfort.
8. Makes travel arrangements and completes conference registrations when requested by the Superintendent.
9. Completes all necessary audits required by DEED and CJIS.

Board of Education Functions:

1. Prepares agenda and board packets for all school board meetings.
2. Gives public notice and attends all meetings and work sessions of the school board.
3. Keeps full and accurate minutes of school board meetings
4. Maintains archives of school board meeting minutes and agendas.
5. Arranges transportation, accommodations, and conference registrations for school board members when necessary.
6. Works closely with the Policy Review Committee and the AASB to revise policies and submit policies ready for revision.

Human Resources Functions:

1. Maintains personnel files for all District employees.
2. Creates and maintains lists of all current staff members, their start dates, and if necessary the expiration dates of certifications.
3. Assists staff members in the process of renewing their certifications, which may include notarizing documents.
4. Generates a monthly Personnel Action Report to keep the Board of Education apprised of employee action.
5. Prepares and distributes employee recruitment material.
6. Posts public notice of all job openings.
7. Processes applications submitted and sends them to the proper administrators.
8. Requests and mails fingerprint cards to the State of Alaska Public Safety Department in order to complete necessary background checks.
9. Presents new staff members with onboarding documents and assists them in the paperwork process.
10. Maintains employee information in the District's HRIS.
11. Makes timely announcements of dates to be observed by applicants and employees to comply with Federal, State, and District requirements.
12. Organizes a core of substitutes and distributes the list to administrators.
13. Secretary to and organizer of the Classified Sick Leave Bank and Bereavement Leave Bank.
14. Publishes legal notices concerning District business.

COMPETENCIES:

1. Knowledge of how to operate basic office equipment.
2. Knowledge of Microsoft Office, Google Drive, Adobe Creative Cloud programs, PowerSchool, Finalsite CMS, AI, Zoom, BoardBook, Mac and PC operating systems, and ability to learn a variety of misc platforms.
3. Knowledge of Human Resources best practices and parliamentary procedure (Robert's Rules).
4. Skills in effective communication, time management, and record keeping.
5. Ability to collaborate with other staff members as necessary to complete tasks.
6. Ability to work comfortably with students, staff, parents, and community members from diverse backgrounds, while being responsive to their needs.
7. Ability to maintain strict confidentiality.
8. Ability to manage multiple projects at once and to be flexible in regards to needs that may arise.

SUPERVISORY RESPONSIBILITY:

This position may assist in the supervision of temporary or student office assistants.

WORK ENVIRONMENT:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, scanners, phones, photocopiers, filing cabinets, and fax machines.

PHYSICAL DEMANDS:

Ability to stand, walk, and sit frequently or for prolonged periods of time. Additional physical abilities include lifting/carrying/pushing/pulling, stooping/crouching, reaching/handling, excessive typing, speaking, hearing conversations, and near/far visual acuity, depth perception, and field of vision.

POSITION TYPE AND EXPECTED HOURS OF WORK:

This is a full-time position. Days and hours of work are Monday through Friday, 7:30 a.m. to 4:30 p.m. (8 hours/day). This position operates for 260 days out of the year.

Salary Grade Level F

TRAVEL:

Some travel may be expected for this position.

REQUIRED EDUCATION AND EXPERIENCE:

1. Minimum of Associates Degree in Office Management or a related field.
2. Minimum three years' experience as an Administrative Assistant.
3. Strong interpersonal and public relations skills.
4. Proficiency with Microsoft Office, Google Drive and AI.
5. Excellent written communication and editing skills.
6. Experience managing multiple tasks and projects simultaneously.
7. A notary certificate with the State of Alaska or the willingness to obtain one within the first three months of occupancy.

PREFERRED EDUCATION AND EXPERIENCE:

1. Five years as an Administrative Assistant or related position.
2. Strong knowledge of working budgets.
3. Knowledge of State Open Meetings rules and regulations as it relates to School District business.

ADDITIONAL ELIGIBILITY QUALIFICATIONS:

The successful candidate will be required to present a valid criminal background check upon hire.

EEO STATEMENT:

Valdez City School District does not discriminate on the basis of race, color, religion, sex, age, national origin, disability, marital status, pregnancy, sexual orientation, or any other basis of discrimination prohibited by local, state, or federal law. This policy will prevail in all matters concerning staff, students, the public, educational facilities, programs, services, and activities, and with whom the district does business.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.