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.