Confidential Secretary (Central Office)

CAPE ELIZABETH SCHOOL DEPARTMENT

Job Description

TITLE:TITLE: ConfidentialExecutive SecretaryAssistant (Centralto Office)the Superintendent, Assistant Superintendent, Business Manager, and the School Board

QUALIFICATIONS:QUALIFICATIONS:

1. Education/Certification:Certification: Associate degree or equivalent work experience. Hold a valid State of Maine Criminal History Records Check Approval. 
2. Special Knowledge/Skills:Skills: 
   1. Knowledge, understanding and demonstrated aptitude or competence in the performance responsibilities listed below. 
   2. Must maintain a high level of ethical behavior and confidentiality of information as required by law. 
   3. Must possess strong organizational skills as well as the ability to handle multiple projects professionally. 
   4. Demonstrated ability to exercise independent judgment, prioritize tasks and work independently with a high degree of accuracy. 
   5. Demonstrated computertechnology skills. 
   6. Must be team oriented with excellent interpersonal and communication skills. 
   7. Must be willing to participate in ongoing in-service training as requested. 
3. Experience:Experience: Demonstrated aptitude or competence for successful fulfillment of assigned performance responsibilities. 

REPORTS TO:TO: Superintendent of Schools

JOB GOAL:GOAL: To assist and relieve the Superintendent of Schools, SpecialAssistant Education Director, Director of Instruction, and DistrictSuperintendent, Business Manager, ofand paperworkthe School Board in developing and impedimentsmaintaining sothe thatbest theypossible mayprograms devoteand maximumservices attentionfor students and staff and the overall efficient operation of the district.

PERFORMANCE RESPONSIBILITIES:

1. Assist the Superintendent, the Assistant Superintendent, Business Manager, and School Board in general administrative operations by serving as the Executive Assistant while maintaining confidentiality at all times.
2. Maintain a friendly, welcoming, and professional atmosphere in the Central Office.
3. Report regularly to the centralSuperintendent problemsany ofdevelopments educationor challenges within the school system which may require awareness or action.
4. Prepare, submit, and educationalmaintain administration.
   all

   PERFORMANCElocal, RESPONSIBILITIES:

   1. Typing, distributionState and filingFederal ofreports, as required, including updating the required information and reports for NEO.
   2. Prepares, distributes and maintains all School Board meeting agendas and minutes and accompanying support materials.minutes. This includes: collection of relevant data through incoming mailcorrespondence and from district administrators and staff, and use of notes and recorded video to outline meeting minutes for formal approval and public posting in a timely manner.
   3. OpenMaintain the School Board’s Policy Manual, in hard copy and reviewon incomingthe mail.district website, in collaboration with the Assistant Superintendent. Prepare policies as directed for Policy Committee meetings and School Board presentations.
   4. Scheduling of district meetings, posting of agendas/minutes, routing materials.
   5. Maintain portions of the district’s web site, including District Google calendars, and in conjunction with the Cape Elizabeth webmaster.
   6. Update and monitor district social media accounts and postings.
   7. Process incoming correspondence and flag priority/sensitive mailinformation in order to expedite. ReportPlace, regularlyreceive, toscreen theand Superintendentroute anyphone developmentscalls orand problemsother within the school system which may require his/her awareness or action.correspondence.
   8. Composition of various letters or memoranda in the administrator’s name, as instructed, in addition to keyboarding correspondence already composed by administrators.
   9. Place, receive, screen and route phone calls. 
   10. Collect information, complete and/or collaborate to complete, copy, mail, and file various state or federal reports. 
   11. Schedule appointments and coordinate arrangements for meetings/conferences. 
   12. CollectCollaborate with HR to collect pertinent information to compose and place job postings internally and externally and in accordance with pertinent bargaining agreements. 
       1. Collect applications for advertised openings, maintain database for distribution to hiring administratoragreements and for correspondingassist with applicants.the Maintainapplication filesand interview process as needed.
       2. Collaborate with HR with oversight of applicants for 24 months. 
       3. Schedule interview appointments with prospective applicants and prepare interview instruments for search committee as requested. 
   13. Generate and maintain a master employee home address/phone directory for internal publication. 
   14. Maintain database(s) and/or lists: 
       1. Staff by department, assignment, hire/departure date, etc., to assist the Technology and Payroll departments withhiring, on-boarding andof Facilitiesnew withstaff, IDleaves badgeof de-/activationabsence,
       2. CHRC status for district’s non-teaching staff in order to flagresignations, and remind prior to their expiration date to renew [State does not send reminders.] 
       3. Curricular/athletic stipend assignments 
       4. Committees for communication and record purposes 
       5. PowerSchool and Infinite Campus student data to keep up-to-date with special education case log (SpedNet) 
       6. Restraint/Seclusion incidents 
       retirements.
   15. Order supplies as requested and track budgets. 
   16. Establish and maintain office filing systems. 
   17. Maintain the School Board’s Policy Manual. File hard copy and disseminate updates electronically. 
   18. Maintain the School Department’s job descriptions. File hard copy and disseminate updates electronically. 
   19. Maintain portions of the district’s web site, including District Google calendars and in conjunction with the Cape Elizabeth webmaster. 
   20. Schedule all requests for the Wm. Jordan Conference Room in Town Hall. 
   21. Assist the Superintendent with annual staff recognition and district opening meeting.and closing meetings.
   22. Serves as the District’s Homeless Liaison (McKinney-Vento).
   23. Performs such other dutiestasks and assumes such other responsibilities as assigned.the Superintendent, the Assistant Superintendent, the Business Manager, and School Board may, from time-to-time, assign or delegate.
   24. Duties of this position may occasionally occur outside of the typical workday.

   EQUIPMENT USED:USED: Computer, printer, typewriter, calculator, telephone, copy/fax machine, and other pieces of general office equipment.

   WORKING CONDITIONS:CONDITIONS:

   Mental Demands:Demands: calculating, comparing, editing, problem-solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing, presenting

   Physical Demands:Demands: The physical demands listed here are representative of those that are required to successfully perform the essential functions of this job: sitting, walking, climbing stairs, operating computers and other equipment, using tools, and lifting or moving up to 50 pounds.

   Environmental Conditions:Conditions: inside, working around moving objects, working alone

   TERMS OF EMPLOYMENT:EMPLOYMENT:

   8

   Salaried hoursemployee perfor day/260 days per yearyear.

   Compensation in accordance with recommendations established by the Superintendent of Schools.

   EVALUATION:EVALUATION:

   The basis of the evaluation will be the extent to which the performance responsibilities of the job are successfully handled and the extent to which yearly action plans and job goals are met. The Superintendent will perform the evaluation.

   The Cape Elizabeth School Department expects that all employees will perform assigned duties diligently, professionally and efficiently and in compliance with all district policies and procedures as well as all federal and state laws.

   NOTE:NOTE: The above job description reflects the general requirements necessary to describe the principle functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

    

   School Board Approved: December 12, 2006

   Revised:

   September 8, 2015 (replacesname changed to Confidential Secretary; replacing Administrative Assistant to the Superintendent)

   February 8, 2022