Reports directly to the Superintendent. Benefits are included plus paid retirement. An additional 10% will be compensated for Board Clerk duties

Position is 12 months.

Ponca City Public Schools Position Description

SUMMARY:

Responsible for performing and overseeing administrative and secretarial work in the overall operation of the school district assisting the Superintendent of Schools, members of the Board of Education, and district administrators. Serves as liaison officer between the district and community, Superintendent and patrons and staff. Responsible for the services related to information, communication, and community activities involving the school district.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative Assistant to the Superintendent

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  Acts or speaks for the Superintendent in his/her absence, requiring some independent judgment, on matters of ready interpretation on standard departmental policies
• Serves as liaison between the Board members and the community at large
• Responsible for planning and overseeing and writing all encumbrances for three budgets for the Superintendent’s Office, the Board of Education, and Public Information
• Responsible for updating all policies and procedures of the Board of Education
• Prepares memoranda and directives informing staff of administrative decisions and matters of department policy
• Responsible for all purchasing requisitioning of supplies
• Responsible for organizing all files and records
• Responsible for overseeing all minor administrative matters for the Superintendent’s Office, Board of Education, and Public Information
• Independently gathers, assembles and summarizes data for developing and writing materials for all Board of Education meetings
• Coordinates preparation and distribution of Board meeting agendas and related materials
• Maintains extensive calendar for the Superintendent, scheduling and coordinating numerous speaking engagements, public appearances, conferences and meetings
• Coordinates and oversees travel arrangements and claims for reimbursement for the Superintendent and Board members
• Composes correspondence requiring knowledge of procedures and policies
• Responsible for weekly updates to the Board and administrators
• Answers phone calls and correspondence not requiring the Superintendent’s personal administrative action
• Attends conferences and other meetings as required by the Superintendent and does follow-up from meetings
• Reads, sorts, and distributes incoming mail
• Answers phones, responds to routine questions, schedules appointments or routes calls to appropriate person
• Reports regularly to the Superintendent’s on any developments or problems within the district that needs the Superintendent’s awareness or action
• Interfaces with district parents and the community regarding district and Board of Education issues
• Responsible for sending thank you and congratulations notes from the Superintendent and the Board
• Coordinates the compilation of operational statistics and gathers other such data as the Superintendent, Board, or community may require
• Maintains confidentiality of all confidential material
• Keeps the Board of Education informed of all important matters
• Attends all Superintendent’s Cabinet meetings and does follow-up from

Clerk of the Board of Education

(The Clerk and Deputy Clerk of the Board shall hold office at the pleasure of the board and may be removed by the Board at any time.)

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  Attends all regular and special Board of Education meetings
• Files all legal documents with the CountyClerk’s Office
• Publishes all legal documents in the local newspaper
• Countersigns all warrants for school monies drawn upon the Treasurer by the Board
• Attests in writing the execution of all deeds, contracts, reports, and other instruments that are to be executed by the Board of Education or the district
• Responsible for signing and filing all required bond issue documents and other legal documents with state and county officials
• Post all Board agendas and minutes of meetings on the district website
• Responsible for handling all Board member affairs, including correspondence, travel, reports, and records
• Responsible for reviewing and making recommendations for changes to the Board policy book
• Furnishes, whenever requested, any and all reports concerning the school affairs, on such forms and in such manner as the State Board of Education or the Superintendent of Public Instruction may require
• Authorizes to destroy all claims, warrants, contracts, purchase orders, and any other financial records, or documents, including those relating to school activity funds in accordance with state laws of Oklahoma
• Has all documents signed by the Board President and other Board members after Board approval and files them in the official Clerk files of the district
• Attends all bid openings for the district (Transportation, Child Nutrition, construction, etc.)
• Maintains all official contracts and agreements approved by the Board
• Maintains all permanent records for the district
• Performs the duties specifically imposed upon me by the school code
• Cooperates with the Superintendent of Schools, the Board Treasurer, and the Minutes Clerk, and the Encumbrance Clerk in the management of the business affairs of the district
• Reserves meeting rooms for Board meetings and see that it is arranged ahead of time (including visual aids and special equipment)
• Sets up for all Board meetings
• Makes arrangements for food or beverage for meetings or special functions
• Assists Board member chairperson and appropriate administrator in scheduling all board committee meetings
• Completes all Board member reports from the State Department, OSSBA, and NSBA, and miscellaneous reports as the need arises
• Designee for recording and reporting the Board member training and continuing education points to the State Department of Education
• Responsible for keeping an up-to-date continuing education file on each Board member and notification of Board members of their current status
• Stays informed on State Department requirements for Board members
• Keeps an accurate up-to-date file on Board ward boundary information (including maps, complete ward descriptions, and restructuring information)
• Assists Superintendent’s Office in preparing correspondence from the Board President or other Board members
• Stays abreast of all state and federal requirements of serving as an officer of the Board and performs such other duties as the Board may direct