November 4, 2024

Bismarck Public Schools

Bismarck

FULL TIME

Administrative Assistant to Superintendent

Purpose Statement
The Senior Administrative Assistant to the Superintendent provides complex, executive-level administrative support, acting as the primary liaison for internal and external stakeholders. This role encompasses a variety of responsibilities to streamline the Superintendent’s office, manage high-level communications, and coordinate essential projects and events. Additionally, this position includes supervisory responsibilities for scheduling and coordinating the district receptionist and registrar, ensuring efficient front-office operations. Successful candidates will exhibit sound judgment, professionalism, and confidentiality in their interactions with the Board, staff, public officials, and community members.

Supervisory Relationship
Reports to: Superintendent

Essential Functions

Administrative Coordination: Organize and oversee the Superintendent’s daily operations, including workflow, project tracking, and scheduling to ensure efficient office performance.
Communication Management: Serve as the Superintendent’s primary contact for inquiries, screening calls and prioritizing correspondence. Handle sensitive information with discretion and maintain professional communication standards with staff and external parties.
Schedule and Event Coordination: Manage the Superintendent's calendar, organize appointments, and arrange meetings, events, and travel logistics to optimize time management and address scheduling conflicts effectively.
Data Compilation and Reporting: Compile, analyze, and synthesize data from various sources to prepare detailed reports, recommendations, and presentations for the Superintendent, Board, or other administrative entities.
Project and Budget Oversight: Monitor and report on assigned budget categories to maintain financial accountability. Coordinate projects, manage timelines, and oversee resource allocation to support office and district objectives.
Document and Record Management: Maintain organized records, including Board agendas, contracts, and confidential files, in compliance with district policies and legal requirements.
Meeting Support and Minutes: Prepare meeting agendas, attend various district meetings, record official minutes, and ensure accurate documentation and distribution of meeting outcomes.
Research and Analysis: Conduct research on relevant topics, such as legislative changes, educational trends, and policy updates, providing recommendations and insights to support the Superintendent’s administrative requirements.
Office Operations Management: Ensure the availability of office supplies, equipment, and resources; direct office support staff as needed to complete administrative tasks effectively.
Public Relations and Representation: Represent the Superintendent’s office in their absence, addressing issues requiring immediate attention and liaising with the Board, public, and government officials as necessary in collaboration with the Community Relations Director.
Adhere to School Policies: Follow school policies and procedures.
Attendance: This position requires prompt and consistent attendance.
Perform Other Duties: Perform additional duties as assigned to support the effective operation of the work unit.

Job Requirements: Minimum Qualifications

Skills

Proficient in office technology, including standard office software and specialized district software for project management and data processing.
Advanced organizational, communication, and project coordination skills.
Accurate record-keeping and data management capabilities.

Knowledge

Thorough understanding of district policies, operational guidelines, and BPS’s organizational structure.
Strong foundation in grammar, composition, and business correspondence.
Basic accounting and budgeting principles.

Abilities

Effectively manage multiple tasks and priorities within tight deadlines.
Work both independently and collaboratively in a fast-paced environment.
Adapt quickly to changing needs, maintain confidentiality, and exercise sound judgment.

Responsibility
Work under limited supervision, directing others within a small work unit. Monitor budget expenditures and utilize resources from other work units. Continuously impact the organization’s services.

Work Environment
Office setting with occasional work interruptions and required adherence to district policies and procedures.

Experience
Four years of increasingly responsible administrative support experience, preferably in an educational setting.

Education
Targeted, job-related education with coursework in business administration, office management, or a related field.

Clearances
Criminal Justice Fingerprint/Background Clearance.

FLSA Status
Non-Exempt

Salary Grade
SR