Administrative Assistant to the Superintendent and Board of Education

Schedule: 5 days / week (Monday - Friday), 8 hours / day, 260 Days / Year plus School Board workshops and meetings
Hours: 8:00AM – 4:30PM or As Assigned (hours & break hours may vary)
Pay Schedule: $28.50-$31.50 depending upon experience

JOB SUMMARY:
Provides administrative and operational support to the Superintendent and the Board of Education. Serves as a primary point of contact for the Superintendent's office, managing sensitive information, facilitating effective communication, and ensures the smooth operation of district functions in compliance with Minnesota statutes and district policies.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Administrative Support to the Superintendent’s Office

• Administrative Support to the Superintendent’s Office.
• First point of contact for parents, staff, community members, and external stakeholders interacting with the Superintendent's office.
• Assist in preparing public announcements, newsletters, and other communications from the Superintendent's office.
• Manages the Superintendent's calendar, scheduling appointments, and meetings.
• Prepare, proofread, and distribute confidential correspondence, reports, presentations, and other documents for the Superintendent. “Confidential Employee” that organizes and maintains highly confidential files and records, ensuring accessibility and adherence to data privacy regulations.
• Screen and prioritize incoming communications (phone calls, emails, mail), responding independently when appropriate and directing others to the Superintendent as needed.
• Process expense reports and manage departmental purchasing requests.
• Update and maintain seniority lists for certified staff, ensuring compliance with collective bargaining agreements and district policies.
• Support Business Office and Human Resources functions including preparing/review of contracts, master agreements, and data-entry/review.
• Assist with the coordination of district-wide events, ceremonies, and meetings involving the Superintendent and School Board.
• Assist with special projects, research, and initiatives as directed by the Superintendent.

Administrative Support to the Board of Education

• Coordinate and prepare all materials for School Board meetings, including agendas, minutes, resolutions, legal notices, policies, and supporting documents, ensuring compliance with Minnesota Open Meeting Law.
• Attend all School Board meetings (regular, special, workshop, executive sessions) to accurately record and transcribe minutes.
• Manage the official records of the School Board, including policies, resolutions, and contracts, ensuring proper archiving and public access where required.
• Facilitate communication between the School Board, Superintendent, district staff, and the public.
• Coordinate School Board elections in collaboration with local elections offices.
• Communicate MSBA policy recommendations to District administration.
• Maintain the School Board and District calendar.
• Coordinate School Board training, conferences, and travel arrangements.
• Performs other duties as assigned or requested.

WORK REQUIREMENTS AND CHARACTERISTICS:
Education/Certification/Licensure Requirements:

• High School Diploma or equivalent.
• Previous experience in public school districts is preferred.

Essential Skills Required to Perform the Work:

• Excellent communications, computer, and organizational skills.
• Excellent oral and written communication skills.
• Excellent interpersonal skills, demonstrated positive attitude, team player and community builder.
• Detail-oriented and highly organized work style, ability to work successfully under pressure and meet deadlines.
• Ability to inter-relate with others and present a positive interaction with peers and administration in all communications.
• Ability to handle multiple tasks simultaneously.
• Ability to follow direction from others and to perform duties with limited supervision.
• Knowledge of District policies and procedures.

Machines, Tools, Equipment, Electronic Devices and Software Required:

• Ability to utilize various software and digital applications.
• Operate multi-line telephone system, printer/copy/fax machine, and other office equipment.

Supervision of Other Employees:

• This position does not provide work direction to other staff.

Physical Job Requirements:

• Position involves occasional kneeling, reaching or bending.
• Position involves frequent fingering keys for word processing.
• Position involves frequent repetitive motion in performing tasks.
• Position involves occasional lifting up to 30 pounds.
• Position requires regular periods of sitting at computer.
• Position involves listening, speaking clearly and visual acuity.

Mental Job Requirements:

• Position requires multi-tasking while dealing with constant interruptions.
• Position requires courteous customer service relations.
• Position requires need for accuracy.
• Position requires working collaboratively with district staff to accomplish the goals of the district.
• Position requires flexibility and a willingness to undertake a variety of tasks, sometimes from more than one person.
• Position requires exercising confidentiality in handling School District information.
• Position involves varying amounts of work.

Working Conditions:

• Normal office conditions.
• Evening school board meeting attendance.
• Ability to respond in case of emergency situations.

Job Outcomes:

• Projects a positive, cooperative and respectful attitude with students, parents, other employees and community members.

This description describes the general nature and work expected of an individual assigned to this position. Employees may be required to perform other job-related duties as requested by their supervisor. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.

See why BHM Schools is the place to dream, believe and achieve. From early childhood, to kindergarten to graduation and to adulthood, the BHM School District provides a variety of opportunities for every age. Click HERE or visit our website at www.bhmschools.org to view a short video about our district. APPLICATION PROCEDURE: Applicants interested in this position must complete an application online by visiting our district website at www.bhmschools.org.> District> Employment> Current Openings & Online Application. If you previously applied with BHM Schools and wish to update your application materials, login to AppliTrack and select 'edit.' If you need technical support please visit applitrack.com/apphelp for answers to frequently asked application questions or 'submit a request' to AppliTrack for assistance with your application.

Thank you,
Human Resources