Job Title:

Administrative Assistant to Superintendent/Clerk of the School Board - District Level

Salary Scale:

Salary Range:

Work Days:

255

Reports To:

School Superintendent and RCPS School Board

FLSA Status:

Non-Exempt (Support Staff Position)

Overview:

This position provides advanced administrative and secretarial support to the Superintendent, Assistant Superintendent, School Board members, and other staff as needed.

Education Required:

The person must possess any combination of education and experience equivalent to graduation from high school including or supplemented by courses in general office practices and procedures and clerical and secretarial experience.

Qualifications:

Technical Skills 

- High proficiency in office software, including: 

  - Microsoft Word and Excel 

  - Google Docs 

  - Adobe Acrobat 

  - Division communication systems and other relevant platforms

Organizational & Communication Skills 

- Excellent organizational skills with the ability to manage multiple tasks and priorities. 

- Strong verbal and written communication skills to effectively interact with diverse groups and represent the Superintendent’s Office.

Interpersonal Skills

- Ability to work independently with minimal supervision. 

- Ability to handle interruptions and shifting priorities while meeting deadlines. 

- Demonstrated ability to work cooperatively and professionally with administrators, staff, School Board members, parents, and community members.

Confidentiality & Professionalism 

- High degree of professionalism, integrity, and discretion. 

- Proven ability to manage sensitive and confidential information appropriately.

Essential Duties:

Executive Support & Scheduling 

- Coordinate the Superintendent’s calendar, as needed. 

- Arrange and support meetings, conferences, and travel.

Communication & Liaison

- Serve as a primary point of contact for the Superintendent’s Office. 

- Answer and screen telephone calls; respond to or route inquiries from parents, staff, and the public. 

- Act as a liaison with internal and external stakeholders to ensure timely and accurate communication. 

- Manage all correspondence and communications related to homeschooling, including inquiries, notifications, and required documentation, in accordance with division policies and applicable state code and regulations.

Confidential Administration

- Handle and process sensitive and confidential information with a high level of discretion.

Meeting & Board Support 

- Attend School Board and other key meetings. 

- Prepare agendas, assemble meeting packets/materials, and record and produce accurate minutes. 

- Coordinate logistics and documentation for School Board meetings and related events.

Document & Report Preparation 

- Prepare correspondence, reports, presentations, and other documents. 

- Draft, proofread, and edit written materials as needed.

 Office Management

- Maintain organized filing systems (manual and electronic). 

- Manage office procedures and workflows. 

- Receive, route, and track incoming correspondence.

Policy Manual Maintenance

- Coordinate the updating, formatting, and ongoing maintenance of the school division’s policy manual. 

- Ensure adopted policy revisions are accurately incorporated and distributed to administrators, School Board members, and other stakeholders in both print and electronic formats.

Research & Data Management 

- Research and compile information as requested. 

- Collect statistics and prepare data for reports, presentations, and other forms of dissemination.

Supervisory Duties:

None

Physical Demands:

This is sedentary work requiring stooping, kneeling, crouching, reaching, pulling, routine lifting up to approximately 20 pounds, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word, and conveying detailed or important instructions to others accurately, loudly, or quickly; hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications and/or to make fine distinctions in sound; visual acuity is required for preparing and analyzing written or computer data, operation of machines, and determining the accuracy and thoroughness of work. Regular contact with staff members, administration, and parents is required. Frequent contact with parents by phone and in person is necessary. Occasional contact with medical professionals may be required.

Job Evaluation:

Performance will be evaluated on the ability and effectiveness in carrying out the above responsibilities by the Superintendent and RCPS School Board in accordance with school board policy and administrative regulations on evaluation of personnel.