GENERAL INFORMATION

Title: Executive Assistant: Superintendent’s Office

Department: Office of the Superintendent

Salary Grade: Schedule F or G depending on position

FLSA Status: Exempt

Site/Location: Administration Building

Reports to: Superintendent or Deputy Superintendents

Date: November 2024

POSITION SUMMARY

This job posting is for an Executive Assistant.  Candidates will be interviewed based on education/skills/experience.  Candidates will be evaluated to determine "best fit" for whether the succesful candidate supports the Superintendent directly or the Deputy Superintendents.

The Executive Assistant in the Superintendent’s Office performs clerical, operational, bookkeeping,  financial, and confidential administrative work with a view towards conserving the time of the Superintendent; requires a broad knowledge of the organization and policies/regulations affecting the school division; and has the ability to communicate and interact equitably and effectively with both internal and external constituents.

ESSENTIAL FUNCTIONS

·        Inform the Superintendent of deadlines, pending items; manage daily office operations.                                                                                                                                 

·        Prepare meeting sites; attend meetings and conferences to take official minutes.                                                                                                                 

·        Maintain a high volume of contact by telephone, email, and in person with students, parents, staff, community members, and city officials.                                                                                                                                                                        

·        Compose routine correspondence and other communications, compile data for questionnaires, maintain records on incoming correspondence and action documents, and follow up on pending actions to ensure timely response or completion of tasks.

·        Customarily and regularly exercises discretion and independent judgment in handling routine problems and questions.                                                                                                                                                               

·        Maintain the Superintendent’s calendar; make necessary arrangements for meetings or conferences, including space, time, and participants; prepare replies to general requests and routine letters on varied matters for the Superintendent’s signature.                                                                                                                                                                    

·        Organize and maintain filing system according to standard filing procedures, and at times, according to local, state, or federal guidelines.                                                                                                                                                                                   

·        Prepare requisitions, vouchers, budget forms, deposits, and other payroll and financial data; maintain and reconcile financial records; help with the preparation and maintenance of department budget.

·        Administers and maintains timekeeping functions for various employees.                                                                                                                           

·        Tabulate and prepare reports; gather and compile data for inclusion in the yearly budget as needed by the Superintendent.

·        Coordinates office workload, recommends improvements in office procedures, coordinates training of office personnel, and assists with support and supervision of office personnel.      

If the successful candidate is hired for the __EXEC Assistant II position supporting the Superintendent, these additional functions will apply:                                                                                                                                                                          

·        Solicit and compile membership for the Superintendent’s Parent Advisory Council and the Superintendent’s Personnel Advisory Committee; schedule meetings as required; attend meetings and take official minutes.                                                                                                                                                                                                             

·        Serves as the division Freedom of Information Act Officer (FOIA Officer.)                                                                                                                                   

·        Maintain, update, and provide assistance to staff regarding the Virginia Department of Education Single Sign-On for Web Systems (SSWS) for the division.                                                                                                                                                                                                         

·        Work as a liaison for the Superintendent with board members, staff, parents, students, community members, the school attorney and legal counsel,  and city officials.  

·        Maintain the confidentially of reports, records, and personal experiences of a private nature regarding students, staff, and patrons.                                                                                                                                                                                     

·        Performs other duties as assigned by the Superintendent. 

If the successful candidate is hired for the __EXEC Assistant I position supporting the Deputy Superintendents, these additional functions will apply:

·        Assist with programs regarding the operation of office equipment.

·        Serve as the receptionist for the visitors, deliver messages, and refer visitors to appropriate personnel.

·        Serve as Deputy Board Clerk.

·        Ensure that division policies and regulations are up to date.

·        Manages homeschool applications and reporting.

·        Manages non-alternative placements (babysitter hardship, non-resident tuition enrollment, Schools for Innovation, etc.).   

·        Maintain the confidentiality of reports, records, and personal experiences of a private nature regarding students, staff, and patrons.

·        Performs other duties as assigned.                                                

LYNCHBURG CITY SCHOOLS COMPETENCIES

Personal Competencies

?       Honesty

?       Integrity

?       Ethical

?       Equity Minded

?       Emotional Intelligence

?       Cultural Competence

?       Safety

?       Quality

Leadership Competencies

?       Models Excellent Customer Service

?       Thinks Strategically

?       Shows Initiative

?       Acts Decisively

?       Communicates Effectively

?       Works Collaboratively

?       Resolves Conflict Proactively

Functional  Competencies

?       Technical Capabilities

?       Computer Literacy

?       Data Analysis and Management

?       Fiscal Planning and Management

?       Project Management

?       Strategic Planning

EDUCATION AND EXPERIENCE

?       High School Diploma or Equivalent

?       Associates Degree, preferred

?       3-4 yrs (__EXEC Asst I) and 5-6 yrs (__EXEC Asst II) of office management, bookkeeping, and clerical experience, preferred

KNOWLEDGE, SKILLS AND ABILITIES

?       Knowledge of, and experience with the Lynchburg City Schools organization, policies, and practices preferred

?       Solid knowledge and understanding of effective organizational and communication practices

?       Solid knowledge and understanding of accurate and effective record keeping and time management

?       Solid knowledge and understanding of Microsoft Office and Google Suite, and ability to learn new technical programs/practices and office productivity applications as needed

?       Solid knowledge and understanding of equitable practices that create a safe, inclusive, and supportive environment for board members, LCS staff, students, community members, and city officials

?       Ability to lead, manage, and oversee administrative projects and initiatives

SUPERVISORY RESPONSIBILITY

?       May supervise office personnel and cross-train staff as needed

TRAVEL REQUIREMENTS

?       Reliable transportation, necessary

?       Minimal travel within the City of Lynchburg as needed

?       Minimal travel outside of the City of Lynchburg as needed

WORK ENVIRONMENT AND PHYSICAL DEMANDS

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 required to frequently stand; sit; walk; talk or hear; use hands to finger, handle, type, or feel; and stoop, kneel, or crouch.

OTHER DUTIES

LCS is an EEO/Affirmative Action Employer and does not discriminate on the basis of age, race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, protected veteran status, disability or any other legally protected status.

AAP/EEO STATEMENT

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

APPROVAL

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