Performs advanced secretarial and administrative duties under limited direction for the Board of Education and Superintendent by performing the following duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
Prepares for, advertises, attends, records and takes minutes of the Caddo Parish School Board meetings, Executive Committee meetings, special Board work sessions, and Board committee meetings in a timely manner and in accordance with state statute. Proofs and finalizes transcribed minutes for filing with CPSB official journal in a timeframe required by state statute, posting to the district website upon Board approval and clipping from Official Journal for meeting file. Types excerpts of minutes when requested.
Supports the board through compliance with local, state, and federal requirements regarding the maintenance and access of board information.
Utilizes board management software to create meeting agendas and store meeting documents to allow for access by the board and public.
Takes calls concerning school board business and communicates with board members as needed/requested.
Prepares board members’ materials.
Responsible for receiving correspondence, scheduling meetings, making travel reservations/registrations, and filing expense reports for board members.
Researches board files (including but not limited to minutes and board policies) upon request.
Maintains Caddo Parish School Board office files concerning school board matters.
Maintains audio and meeting backup documentation of all board meetings.
Maintains the CPSB policy manual and ensures updates are completed promptly.
Indexes and cross-indexes all items of board minutes in the Board’s official minute book (as required by State Statute and Board policy).
Coordinates with key administrators to secure agenda items and supporting materials for preparing meeting agendas and mailouts for posting electronically as required by policy.
Performs various secretarial duties for the superintendent and board.
Serves as a liaison, as directed by the Superintendent or Board President, regarding LSBA, SDE, NSBA, Ethics Board et al. as relates to Board member training requirements.
Communicates and works with Board Counsel relative to Louisiana Statutes and CPSB policy requirements relative to Board members and meetings.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Well versed in the Microsoft Office Suite and has the ability to learn software programs and technology systems necessary to perform essential functions of the job/department.
EDUCATION and/or EXPERIENCE
Two-year college degree or vocational school training in a professional, specialized or general field with professional certification; at least six years job-related experience; or equivalent combination of education and experience. Ability equal to that resulting from completion of business school, trade school, or specialized training beyond a high school diploma, but short of a junior college degree.
Ability to read and interpret business reports and documents. Ability to respond to common inquiries or complaints from employees, clients, or members of the business community. Ability to write business correspondence that conforms to prescribed style and format. Ability to effectively present information to supervisor and other employees.
Ability to plan, organize, and supervise the work of assigned personnel. Ability to work tactfully and harmoniously with the board, Superintendent, central office staff, schools’ staff, agencies, legal counsel, auditors, parents, and/or the general public. Physical stamina and emotional stability to work effectively under stress and to keep all aspects of the job under control. Flexibility to adapt to last-minute changes in routine assignments and performance. Ability to hold records, reports, and conversations in confidence. Pleasant and correct telephone manner. Legible handwriting. Ability and initiative to plan, organize, and carry out assignments with little or no supervision. Neat, well-groomed appearance.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
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. While performing the duties of this job, the employee is regularly required to sit and use hands to handle or feel objects or controls. The employee is required to walk and talk or hear.
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 the work environment is usually quiet.