Bamberg County School District
District Position Description
Position Title:
Administrative Assistant to Superintendnet & Secretary to the School Board
Reports To:
Superintendent and/or School Board of Trustees
Position Open Until Filled.
Qualifications:
Associate's Degree. Two years of post-secondary training and five years' job experience as an administrative assistant; or graduation from a recognized school of secretarial skills and two years' job experience; or five years' successful employment as an administrative assistant in a school of comparable size. Experience supporting executive-level administrators and/or elected or appointed boards. Such alternatives to the above qualifications as the Superintendent may find appropriate and acceptable.
Job Goal:
To provide high-level administrative, organizational, and clerical support to the Superintendent and Board of Trustees by coordinating communications, managing records and meetings, ensuring compliance with board policies and procedures, and facilitating the efficient operation of the Superintendent's Office and Board functions in support of the district's mission and goals
Performance Responsibilities:
- Serves as the primary administrative assistant to the Superintendent, providing confidential and professional support in the daily operation of the Superintendent's Office;
- Answers and screens telephone calls, takes messages, responds to routine inquiries, and initiates telephone calls on behalf of the Superintendent as directed;
- Maintains the Superintendent's calendar, schedules appointments, coordinates meetings, and secures meeting locations as necessary;
- Welcomes visitors, determines the nature of their business, and directs them to the appropriate personnel or department;
- Interacts professionally and effectively with district administrators, employees, students, parents, community members, business representatives, governmental agencies, elected officials, and other stakeholders;
- Responds to complaints, concerns, and inquiries, provides assistance when appropriate or directing individuals to the proper department or personnel for resolution;
- Maintains organized filing systems, including confidential personnel, legal, and Board records in accordance with district policies and applicable laws;
- Receives, opens, reviews, routes, and tracks incoming correspondence and communications.
- Drafts, types, edits, proofreads, and distributes correspondence, reports, memoranda, presentations, notices, recommendations, and other documents on behalf of the Superintendent;
- Compiles, analyzes, and maintains data and prepares reports, summaries, spreadsheets, and presentations as requested;
- Operates and maintains proficiency in standard office equipment and software applications;
- Coordinates special projects and district initiatives as assigned by the Superintendent.
- Serves as Secretary to the Board of Trustees and provides administrative support to the Board and Superintendent regarding Board operations and governance matters.
- Coordinates and prepares Board meeting agendas in collaboration with the Superintendent and Board Chair;
- Compiles, reviews, assembles, and distributes Board meeting packets and supporting documentation in accordance with established timelines and legal requirements;
- Maintains official Board records, including agendas, minutes, resolutions, policies, committee reports, and related governance documents;
- Provides public notice of Board meetings and ensures compliance with all applicable laws, regulations, and district policies regarding public meetings and records;
- Notifies local media outlets and other required parties of regular, special, called, emergency, virtual, committee, and work session meetings as required by law and district policy;
- Coordinates meeting logistics, locations, technology, livestreaming arrangements, and public access requirements for all Board meetings;
- Attends and provides secretarial support for all Board meetings, including regular, special, called, emergency, virtual, committee, and work session meetings. Attendance is mandatory unless otherwise approved by the Superintendent;
- Records proceedings and prepares accurate, detailed, and timely minutes for all Board meetings;
- Drafts, edits, finalizes, distributes, and maintains official Board meeting minutes and records following Board approval;
- Tracks Board actions and directives and coordinates follow-up communications and assignments resulting from Board meetings;
- Drafts resolutions, and follow-up correspondence, emails, memoranda, communications on behalf of the Board and Superintendent as directed;
- Maintains the Board's annual meeting schedule;
- Assists with Board member onboarding and orientation activities and maintains records of required Board training and continuing education;
- Serves as the district liaison with the South Carolina School Boards Association regarding Board policy development, revision, and maintenance;
- Maintains all official Board Policy Manuals and ensures policies are updated promptly following Board action and approval by the South Carolina School Boards Association;
- Maintains confidentiality regarding Board discussions, executive session matters, personnel issues, legal matters, and other sensitive information;
- Participates in required professional development, conferences, meetings, webinars, and training programs as assigned;
- Demonstrates professionalism, discretion, sound judgment, and a high degree of confidentiality in all aspects of the position;
- Performs other duties and responsibilities as assigned by the Superintendent and/or Board;
General Requirements:
Advanced
knowledge
of
business
,
English
,
spelling
,
punctuation
,
mathematical
computation
,
and
possession
of
an
excellent
vocabulary
.
Ability
to
read
and
interpret
documents
such
as
safety
rules
,
operating
and
maintenance
instructions
,
and
procedure
manuals
.
Ability
to
write
and
/
or
type
routine
reports
and
correspondences
.
Ability
to
speak
effectively
before
groups
of
District
personnel
or
organizations
.
Thorough
knowledge
of
the principles
of
office
management
and
of
modern
office
procedures
,
systems
,
and
equipment
.
Strong
knowledge
of word
processing
,
e
-
mail
,
spreadsheets
,
electronic
file
management
,
the
internet
,
and
reporting
and
presentation
software
knowledge
in
maintaining
confidentiality
of
information
of
a
sensitive
and
confidential
nature
.
Ability
to
type
clear
copy
at
the
minimum
required
rate
.
Ability
to
create
electronic
reports
and
presentations
,
use
the
internet
efficiently
,
communicate
electronically
via
e
-
mail
,
and
manage
electronic
data
and
files
in
an
organized
manner
.
Ability
to
operate
a
personal
computer
and related
software
.
Ability
to
work
independently
,
with
limited
supervision
.
Ability
to
develop
effective
working
relationships
with
staff
of
assigned
location
(
s
)
.
Ability
to
communicate
clearly
and
concisely
,
both
orally
and
in
writing
.
Ability
to
develop
effective
working
relationships
with
staff
and
District
employees
.
Proficiency
with
Microsoft
applications such
as
Excel
Word
,
and PowerPoint
required
.
Ability
to
perform
duties
with
high
level
of
detail
and
accuracy
.
Ability
to
self-
monitor
and
manage
multiple
tasks
while
working
individually
and
with
members
of
a
group
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
.
The
employee
will
occasionally
lift
and
/
or
move
up
to
50
pounds
such
as
boxes
of
materials
.
The
employee
will
sometimes
push
/
pull
items
such
as
furniture
or
boxes
of
materials
.
While
performing
the
duties
of
this
job
,
the
employee
is
regularly
required
to
sit
,
stand
,
walk
,
talk
,
listen
and
/
or
reach
with
hands
and
arms
.
Specific
vision
abilities
required
by
this
job
includes
close
vision
,
distance
vision
.
Duties
of
the
job
require
frequent
use
of a
computer
monitor
and
related
equipment
.
Occasional
travel
and
/
or
overnight
travel
may
be
required
.
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
.
Office
environment
with
limited
exposure
to
environmental
conditions
.
The
noise
level
in
this
environment
is
quiet to
loud
depending
upon
the
activity
in
the
particular
part
of
the
day
.
Frequent interruptions
and
immediate
attention
to unexpected
situations
are
expected
.
Terms of Employment Classification:
12
months
.
Salary
to
be
determined
by
the Superintendent
and
approved
by
the
Board
.
Evaluation:
Performance
of
this
job
will
be
evaluated
annually
in
accordance
with
provisions
of the
Board's
policy.
Disclaimer Statement: The information contained in this job-description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.
