JOB TITLE

Administrative Assistant IV

REPORTS TO

Superintendent

SALARY SCHEDULE/GRADE

See Board Approved Salary Schedule

CONTRACTED DAYS AND/OR HOURS

See Board Approved Salary Schedule

EXEMPT STATUS

Non-exempt

JOB CLASS CODE

7761

POSITION CLASSIFICATION

Classified

DATE APPROVED

04/25/2023

QUALIFICATIONS

Any combination equivalent to:  high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law

Five years of responsible and varied secretarial experience, including two years of experience performing secretarial work for an administrative official.

Valid Kentucky driver's license

POSITION SUMMARY

Perform highly responsible and complex secretarial and administrative assistance duties; exercise independent judgment in assisting the Superintendent in administrative details; require considerable knowledge, use, and interpretation of District policies and procedures; coordinate and oversee the preparation of the Board agenda.

DISTRICT AND SCHOOL PRIORITY ALIGNMENT

Align actions with District and school values and core priorities, policies & procedures, vision, and mission statements. 

PERFORMANCE RESPONSIBILITIES

Assist the Superintendent with administrative matters; interview callers, exercising considerable judgment and applying experience in making decisions; provide information in accordance with established procedures and policies; refer problems requiring technical answers to appropriate administrators. 

Coordinate preparation of the Board of Education agenda; assure proper content, format, order and supporting documentation; confer with submitting departments as needed regarding revisions and corrections and attend Board meetings. 

Oversee and coordinate the preparation of official minutes of Board meetings and maintain official record of the minutes. 

Provide assistance to the Board of Education as needed, including research of policy questions and coordination of Board requests and activities; maintain subject indexes of Board actions for historical and reference purposes; maintain other records required by policy, regulations or law.

Assist the Superintendent with the development of the Superintendent’s calendar with various groups both within and outside the District.

Conduct initial interviews on the phone or in person with students, teachers and parents; answer questions, refer to an appropriate staff member; receive and resolve complaints as appropriate or refer matters to proper personnel.

Screen and route the Superintendent’s incoming correspondence; indicate coverage and action required; follow up to assure prompt response or action, consulting, as necessary, with legal advisors and other administrators.

Maintain information regarding confidential matters; attend a variety of meetings and record proceedings in a prescribed manner. Remain current concerning issues, situations, and conditions of special interest to the Superintendent and Board members.

Exercise discretion in disseminating information, explaining policies and procedures and speaking as directed for the Superintendent in personal and telephone contacts and meetings. 

Research records and obtain information from other officers and agencies as necessary to perform assigned duties. 

Compose effective correspondence independently; reference policies, rules and regulations in preparing correspondence; review and edit material prepared by others. 

Conduct research of problems and situations, consulting with involved staff members, investigating policies and procedures and gathering background materials; prepare reports involving research as directed for use by the Superintendent. 

Consult with District personnel and others concerning specific issues and situations.

Perform various general secretarial duties, including sorting and routing mail; receive and refer telephone calls; operate a computer, copier, and other equipment as required.

Perform related duties as assigned.

KNOWLEDGE AND ABILITIES

Adhere to the District Code of Conduct

Exercise independent judgment in assisting the Superintendent in administrative details, requiring considerable knowledge,

use and interpretation of District policies and procedures.

Establish and maintain a variety of complex and confidential files and records.

Prepare minutes for meetings of the Board of Education.

Correct English usage, grammar, spelling, punctuation, and vocabulary

District organization, operations, policies, procedures, and objectives

Applicable sections of Kentucky Administrative Regulations and other applicable laws

Meet schedules and timelines. 

Work confidentially with discretion.

Interpersonal skills using tact, patience, and courtesy

Possess verbal and written communication skills

Analyze situations accurately and adopt a practical course of action

Efficiently operate office equipment, and maintain records and files according to policies and procedures.