Job Details

Summary

Performs a wide variety of specialized and responsible secretarial and administrative support duties for the Assistant Superintendent or other high-level Central Office administrator; organize and coordinate office activities and communications to assist the Assistant Superintendent with assigned functional areas of responsibility.

Essential Duties & Responsibilities

1. Assists with duties related to the work of Federal programs, Federal/state grants, instructional programming, purchase orders, etc.

1. Supports professional growth and evaluation requirements for employees, including but not limited to securing and filing certified and classified evaluation plans; overseeing compliance training requirements, including management of SafeSchools software application; collecting and reporting information required by the Effective Instructional Leadership Act (EILA); and scheduling and assisting with district-based professional learning events as needed.

1. Maintains accurate and up-to-date personnel files, records, and documentation while ensuring the integrity and confidentiality of all employee files and records.

1. Maintains accurate, up-to-date employee records in the Education Professional Standards Board (EPSB) data base and Infinite Campus (IC), including but not limited to verifying teacher certification and/or other employment-related licenses; works with certified staff to address certification needs/issues; and assists with reconciling and submitting the LEAD report.

1. Coordinates and prepares contracts and personnel actions (e.g., transfers, rank change, separation, etc.) for classified and certified employees.
2. Prepares and distributes annual "proposed" work calendars and yearly work records for certified and classified employees with extended service responsibilities.

1. Supports recruitment and hiring of new employees, including but not limited to assisting with job fairs as needed; managing TalentEd software application including posting of employment opportunities; posting certified job openings and submitting reports as required by the Kentucky Educator Placement Service (KEPS); and maintaining up-to-date job descriptions.

1. Coordinates completion of new employee paperwork and files for all hires, including but not limited to employment verification, medical examination, forms (e.g., W4, K4, I9, etc.), electronic/access user agreement, direct deposit, 401K letter, Infinite Campus (IC) form, name badges, etc.

1. Coordinates KSP/CAN background checks for volunteers (including central registry checks, adding to the volunteer list and disseminating the list to those who need it) and for university students, vendors, contractors, and other non-employee visitors to district properties when needed.
2. Coordinates the process and completion of paperwork for FMLA/Medical Leave.
3. Works with payroll in off-boarding employees whose employment status is terminated upon resignation, retirement, non-reemployment, and/or death.
4. Performs other duties related to the position as assigned by the Supervisor.

Required Knowledge & Abilities

Knowledge of:

• Modern office practices, procedures, and equipment.
• Applicable sections of Kentucky Administrative Regulations and other applicable laws.
• District organization, operations, policies, and objectives.
• Organization, rules, regulations, and programs related to an assigned office or function.
• Operation of a computer terminal and data entry techniques.
• Software applications used by the District, including word processing and spreadsheets.
• Financial and statistical record-keeping techniques.
• Basic budget monitoring and control.
• Telephone techniques and etiquette.
• Financial and statistical record-keeping techniques.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Interpersonal skills using tact, patience, and courtesy.

Ability to:

• Perform advanced-level secretarial duties requiring independent judgment and analysis.
• Plan, organize, and coordinate office activities and communications to relieve the supervisor of routine administrative and clerical details.
• Work independently with little direction.
• Type at an acceptable rate of speed.
• Analyze situations accurately and adopt an effective course of action.
• Compose independently or from oral instructions letters, memos, bulletins or other material.
• Read, interpret, apply and explain rules, regulations, policies, and procedures.
• Maintain records and prepare reports.
• Communicate effectively both orally and in writing.
• Meet schedules and timelines.
• Add, subtract, multiply and divide quickly and accurately.
• Establish and maintain cooperative and effective working relationships with others.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is performed while standing, sitting and/or walking.
• Requires the ability to communicate effectively using speech, close/distance vision, and hearing.
• Requires the use of hands for simple grasping and fine manipulations.
• Requires bending, squatting, crawling, climbing, and reaching.
• Requires the ability to lift, carry, and push or pull weights up to 50 pounds.
• Requires a high level of physical endurance to meet the demands of extended workdays (coverage of building activities and extra-curricular activities, etc.).
• Requires the ability to handle and balance multiple demands at the same time.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in this environment is quiet to loud depending upon the activity in the particular part of the workday.

Education and/or Experiences

• Any combination that is equivalent to a high school diploma or G.E.D. Certificate as required by Kentucky law and two years of increasingly responsible secretarial and clerical experience.