TO THE DEPUTY SUPERINTENDENT OF BUSINESS SERVICES
APPLICATION PROCEDURES: To be considered for an interview, applicants must apply online at https://www.edjoin.org/Home/DistrictJobPosting/1267013 by January 20, 2020.
EXCELLENT FRINGE BENEFITS with District-paid premiums which includes medical, dental, life, vision, long term-disability, and CalPERS retirement.
WORK YEAR: 12-month position = 222 work days
WORK HOURS: 37.5 Hours per week; 7.5 Hours per day
Please visit https://www.smuhsd.org/Page/2322 for more information (ref. Posting#2955).
Under general supervision, to serve as the Executive Coordinator to the Deputy Superintendent Business Services; to perform highly complex and responsible administrative projects those are financial or legal in nature, or of a confidential nature, and to perform related work as assigned.
The ability to communicate effectively both orally and in writing; exercise independent judgment; create and maintain effective working relationships; handle difficult situations in a professional manner; the ability to handle pressure. Knowledge of English usage, spelling, grammar and punctuations; office practices and procedures. Knowledge of school district policies, school finance, accounting, familiar with legal requirements, knowledge of construction, research techniques, best business practices and sophisticated computer software. Act as a Notary Public for the district; maintain records and filing systems; oversee the work of others as necessary.
- Provide administrative support to a senior level school district official; requires use of independent judgment, and a thorough understanding of department policies, functions and procedures.
- Research, compile and analyze data for documentation of information and preparation of reports.
- Administer the Bus Pass Program for the District, coordinate program with the Transportation Officer, make program update recommendations to the Deputy Superintendent and compile data.
- Administer Developer Fees collections and compile data.
- Provide notary services to the District and external parties.
- Prepare letters, memoranda, reports, contracts, and other documents. File, record, and distribute all documents as required.
- Serve as resource person regarding department policies, procedures and activities by answering questions and providing information; serve as liaison for the Deputy Superintendent with District Office staff, school staff, parents, contractors, vendors, and members of the community.
- Develop and implement office filing systems and administrative procedures to ensure the smooth transition and storage of office documents.
- Maintain appointment schedules and calendars; make travel arrangements; arrange conference attendance for Business Services staff.
- Attend and take minutes at meetings, some of which may be in the evenings or weekends, including but not limited to Citizen Oversight Committees for all Bond Measures and Budget Advisory Committee meetings; prepare and distribute per Brown Act requirements, agendas, meeting materials, and meeting minutes. Maintain all assigned committee records.
- Compile information and develop charts for preparation of the district budget reports.
- Check reports, records, forms and other documents for accuracy, completeness, and conformance with school district standards.
- Prepare agenda materials utilizing online agenda program for submission to the Board of Trustees.
- Prepare requisitions, check requests, and travel expense reports.
- Review mail and, as appropriate, generate response.
- May plan, prioritize, and supervise the work of staff responsible for providing secretarial and clerical support within the department to which assigned.
- Create new web pages, maintain and regularly update Business Services section of District website.
- Develop and place legal and other public advertisements in local
- Coordinate and oversee all aspects of Business Services meetings and events, onsite and offsite.
- Develop, edit, and coordinate department and construction marketing and public relations materials.
- Oversee construction pre-qualification process.
- Act as point-of-contact with San Mateo County Schools Insurance Group for liability issues, certificates of insurance, lawsuit coordination and other legal concerns.
- Oversee, track and respond to Public Information Requests.
- Receive, verify and process all District donations.
- Manage District brokerage account for donations of stocks.
- Act as point-of-contact with construction management firm for timely resolution of issues, signatures; coordination of correspondence and documents to be filed with the state.
EDUCATION AND EXPERIENCE:
- Associate Arts degree or equivalent or advanced level coursework in the secretarial field.
- Five (5) years of senior-level secretarial experience.
- Secretarial practices and procedures.
- Office administrative and records management techniques and procedures.
- Word processing, presentation, spreadsheet, data base management and email software.
- Experienced with Adobe Acrobat software.
- Correct English usage, spelling, grammar and punctuation.
- Working knowledge of financial instruments.
- Notary Public Certification.
- Accounting practices.
- Web page software and writing style.
- Web search engines.
- Construction and purchasing processes and procedures.
- Legal and best business practices.
- Understand and communicate the role, services and functions of a large school program district.
- Learn, interpret, and communicate department rules, regulations, and policies.
- Plan and organize work.
- Analyze data and make decisions on procedural matters without immediate supervision.
- Analyze situations accurately and adopt effective courses of action.
- Communicate effectively both orally and in writing.
- Maintain a variety of complex business records and files.
- Research information from a variety of sources and prepare reports.
- Compile and analyze data, and prepare reports and other materials.
- Deal effectively with a variety of personalities in situations requiring diplomacy, poise and firmness.
- Make arithmetical calculations using a calculator accurately.
- Operate standard business machines including a computer and scanner.
- Utilize web-based programs to upload documents and attachments, update and create web pages, search for articles and other information and create mail groups in email.
- Type/Keyboard at a speed of 65 WPM.
- Take dictation at a speed of 90 WPM or write at a speed sufficient to take meeting minutes or receive dictation.
PHYSICAL DEMANDS/WORKING CONDITIONS:
- Eyesight sufficient to read fine print.
- Hearing sufficient to hear telephone conversation.
- Speech sufficient to speak in an understandable voice.
- Manual dexterity and coordination sufficient to operate a computer keyboard, typewriter, copier and related office equipment.
- Mobility to move from desk to cabinets and files within a department.
- Physical stamina to sit for extended periods of time.
The San Mateo Union High School District (SMUHSD) is a community funded district with approximately 8,500 students. SMUHSD is situated in central San Mateo County between San Francisco and the Silicon Valley.
The District encompasses six communities, San Bruno, Millbrae, Burlingame, Hillsborough, Foster City, and San Mateo, and has six comprehensive high schools: Aragon, Burlingame, Capuchino (International Baccalaureate school), Hillsdale (Smaller Learning Communities school), Mills, and San Mateo. The District has an API over 800 and all schools are in Newsweek Magazine's Top 1000 High Schools. In addition, the District has Peninsula Alternative High School, an Alternative School of Choice, Middle College High School, and an Adult School serving 10,500 students. The District enjoys strong parent and community support as evidenced in three major bond measures passed in 2000, 2006, and 2010 ($621.5 million) for new construction and modernization.
More About SMUHSD
The San Mateo Union High School District, in existence for more than 110 years, continues to be a vital community academic and cultural resource. With an annual operating budget that is funded primarily through local property taxes, it provides education to a diverse range of approximately 8,500 students attending six highly-rated comprehensive high schools, a special Middle College program in conjunction with the College of San Mateo, an alternative high school where students voluntarily recover credits, and a robust Adult School Program. The District has graduated an estimated 130,000 young people since its founding in 1902. To learn more about the SMUHSD, visit www.smuhsd.org or find us on facebook and twitter @SMUHSD.
Job Type: Full-time
Salary: $6,505.00 to $8,717.00 /month
- Health insurance
- Dental insurance
- Vision insurance
- Retirement plan
- Paid time off
- Parental leave
- Professional development assistance
- Tuition reimbursement