Executive Assistant to the Superintendent / Clerk of the Board

Reports to and directly supervised by the Superintendent of Schools.

Purpose Statement

The job of Executive Assistant to the Superintendent / Clerk of the Board is done for the purpose/s of providing service, engagement and support for the Executive and Governance teams of the district in carrying out the critical mission of Lawrence Public Schools, including: providing administrative support to the Superintendent and for the Board of Education; acting as a representative of the Superintendent and Board, and as a liaison with those internal and external to the organization, interacting with tact, courtesy and diplomacy; monitoring assigned tasks and/or projects to achieve the priorities of the school district.

The work requires a broad knowledge of the organization and regulations affecting the school district (or the ability to learn rapidly); the ability to interact effectively with stakeholders who contact the Superintendent and/or Board of Education as well as officials (legislative, community, city, as well as school) on frequently detailed, sensitive, confidential, and controversial matters.

Essential Functions

Attends meetings and workshops for the purpose of recording events and supporting the Board and Superintendent, conveying and/or gathering information.

Completes follow-up tasks regarding School Board decisions and requests for administrative action items for the purpose of providing timely and appropriate information.

Coordinates schedules, meetings and activities for the purpose of supporting the Superintendent with administrative functions as well as the Board with Governance activities.

Evaluates emerging interactions, situations and events (e.g. involving other staff, students, parents, the public, etc.) for the purpose of taking appropriate actions and/or directing to appropriate personnel for resolution.

Generates a wide variety of documents and materials for the purpose of disseminating information in compliance with program, district, state and/or federal requirements.

Maintains a wide variety of files and records (manual/computer; confidential/non-confidential) for the purpose of providing documentation in accordance with administrative and legal requirements.

Monitors assigned departmental activities and/or program components for the purpose of ensuring that goals and timelines are achieved, target dates are met and financial, legal and/or administrative requirements are satisfied.

Prepares a wide variety of written materials (e.g. board summaries, reports, memos, letters, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.

Requires flexibility to adjust work schedule as needed for the purpose of meeting the demands of the Superintendent and Board of Education meeting schedule.

Researches a wide variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information for addressing a variety of queries and administrative requirements.

Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.

Screens telephone callers and drop-in vistors, tactfully supporting and referring those as needed to the appropriate department for assistance; personally handles many inquiries, including questions requiring research or technical knowledge. for the purpose of supporting the Superintendent and Board of Education.

Serves as a resource to other support staff for the purpose of providing direction and/or technical support with assignments.

Supports assigned administrative personnel for the purpose of providing assistance with administrative functions.

Other Functions

Assists other personnel for the purpose of supporting them in the completion of their work activities.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; performing standard bookkeeping procedures; planning and managing projects; and preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; review and interpret highly technical information, write technical materials, and/or speak persuasively to implement desired actions; and analyze situations to define issues and draw conclusions.  Specific knowledge based competencies required to satisfactorily perform the functions of the job include:

ABILITY is required to schedule a significant number of activities, meetings, and/or events; routinely gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; analyze data utilizing a variety of complex processes; and operate equipment using defined methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of widely varied types and/or purposes; and utilize specific, job-related equipment. Independent problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; setting priorities; being attentive to detail; establishing and maintaining effective working relationships; working as part of a team; working with frequent interruptions; adhering to district policies; and regular attendance except when taking approved leave.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; monitoring budget expenditures. Utilization of significant resources from other work units is routinely required to perform the job's functions. There is a continual opportunity to impact the organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling,  some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 70% sitting, 15% walking, and 15% standing.  This job is performed in a generally clean and healthy environment.

Experience:       Job related experience with increasing levels of responsibility is required.

Education:         Targeted, job related education with study in job-related area.

Equivalency:

Required Testing:                                Certificates and Licenses

Continuing Educ. / Training:               Clearances

                                                            Kansas Bureau of Investigation

                                                            Kansas Department of Children and Families

FLSA Status                      Approval Date                                            Salary Grade

Not Rated                           10/3/2024                                                   28