Cold Spring School District

Executive Assistant to the Superintendent

Summary: Under the direction of the Superintendent, coordinates and performs a variety of advanced, complex, and highly confidential secretarial and administrative duties for the Superintendent and School Board proceedings. Organizes and oversees the executive office area and reception.

Essential Duties and Responsibilities: (including but not limited to)

• Perform responsible duties as confidential secretary to the Superintendent, relieving the Superintendent of a wide variety of secretarial and administrative details; maintain confidentiality of issues related to negotiations, personnel and students.
• Coordinates and provides administrative support for the Superintendent and Board including communications.
• Attend Board meetings and perform various secretarial and administrative assistant duties for the Board, including coordination and preparation of agenda and supporting materials with departments; prepare minutes following Board meetings; maintain and update Board policy manuals; serve as custodian of records maintaining files of official minutes, resolutions and appropriate attachments.
• Ensures that agendas are timely posted on campus and on the school website
• Maintain electronic file and paper copies of Board resolutions
• Responds to parent/community inquiries. Works with school staff and departments to resolve parent and community concerns of a routine nature.  Communicates these concerns to the Superintendent.
• Schedule various appointments and meetings; maintain and coordinate the Superintendent’s calendar. 
• Assures that the Board is fully prepared for all official and unofficial proceedings with up-to-date information and background data, agendas, and documentation, accurate schedules, and a meeting room.
• Make conference and travel arrangements for the Superintendent and the Board Members.
• Prepares, updates, and distributes Board policies. Assures that suggested revisions are submitted to the board for approval.
• Does research at the Superintendent’s request for information to support Superintendent and Board efforts to develop policies, budgets, external reports.
• Coordinates the school master calendar.
• Keep key log; distribute and collect keys from staff
• Keep current files on staff and Governing Board for auditing purposes
• Shares general secretarial work with the office assistant, including filing, word processing, collating, copying, answering phone, collecting and sorting mail, and responding to student and parent needs as needed.
• Arrange for copier repairs
• Prepare sixth grade promotion certificates
• Inform teachers when specialists are absent
• Prepare CBEDS report
• Assists callers and visitors with questions or concerns, or directs them to the appropriate resource. Maintains confidentiality at all times.
• Keeps an organized record of official minutes and other documentation for audit purposes.
• Maintains confidential employee files, including letters of recommendation, contracts, credentials, and documentation of a confidential nature. Works with Business Office Coordinator to prepare certificated and classified contracts.
• Helps prepare any March 15 letters to staff.
• Prepares and sends Reasonable Assurance letters
• Provide first aid to students
• Acquires subs when teachers will be absent. 
• Ensures that all new employees are fingerprinted, have been TB tested, and have all necessary forms on file.
• Keeps teachers informed of the status of their credential
• Creates annual staff telephone lists and keep current
• Create annual staff schedule
• Create annual enrichment schedule
• Create quarterly facilities calendar: manage facilities reservation process and facilities billing
• Create annual aide list and teacher/aide list
• Update contract notebooks, teacher notebooks, and emergency notebooks
• Update annual online calendar on website
• Create and update annual extension list with teachers, room numbers, grade levels, etc.
• Collect and record absence forms
• Responsible for advertising certificated and classified openings and keeping files of all staff applicants
• Responsible for staff files, TB tests, fingerprinting, Conflict of Interest forms - all personnel forms
• Responsible for substitute files and process of fingerprinting, TB, checking with Santa Barbara County Office of Education to see if member of STRS or PERS retirement plan
• Perform related duties as assigned.

Knowledge and Abilities

• Functions and secretarial operations of an administrative office. 
• District organization, operations, policies and objectives. 
• Applicable sections of the State Education Code and other applicable laws. 
• Modern office practices, procedures and equipment. 
• Record-keeping techniques. 
• Correct English usage, grammar, spelling, punctuation and vocabulary. 
• Oral and written communication skills. 
• Interpersonal skills using tact, patience and courtesy. 
• Filing systems, receptionist and telephone techniques, letter and report writing, editing and proofreading. Operation of a computer and assigned software.

Ability to 

• Exercise judgment in relieving the Superintendent of administrative detail within a defined scope of established responsibilities. 
• Read, interpret, apply and explain rules, regulations, policies and procedures. 
• Organize complex material and summarize discussions and actions taken in report form. 
• Compile and prepare comprehensive reports concerning a broad spectrum of subject matter. 
• Compose effective correspondence independently. 
• Maintain a variety of complex and confidential files and records. 
• Analyze situations accurately and adopt an effective course of action. 
• Plan and organize work. 
• Work confidentially with discretion. 
• Communicate effectively both orally and in writing. 
• Understand and follow oral and written directions. 
• Work independently with little direction. 
• Establish and maintain cooperative and effective working relationships with others. 
• Any combination equivalent to: college-level course work in secretarial science, office management, business management or related field and five years of increasingly responsible secretarial or administrative experience.

Working Conditions

Office environment. Constant interruptions.

Physical Demands

Dexterity of hands and fingers to operate a computer keyboard. Bending at the waist, kneeling or crouching to file materials. Sitting for extended periods of time.

1. Cover Letter
2. Resume
3. Two Letters of Recommendation
4. List of 3 References: Name, Email, and Phone Number

About Cold Spring School District

Cold Spring School is a TK-6 public school that serves approximately 180 students in a small classroom setting. The faculty consists of a Superintendent/Principal, 12 classroom teachers, a Music Specialist, an Art Specialist, a Technology & Garden Specialist, a STEAM Specialist, Reading Specialist, PE Specialist, and 11 instructional assistants. The faculty is supported by a Chief Business Official/General Counsel, a Business Office Coordinator, an Executive Assistant/HR Director, an Office Assistant, and a Maintenance/Operations Supervisor. In addition, Cold Spring has professional artists and musicians that provide instruction in visual arts, ceramic sculpture, and instrumental music, film, and drama. Cold Spring was designated a California Distinguished School in 1986 and recognized as a Blue Ribbon School in 1992 and a Gold Ribbon School in 2016, an Exemplary Arts in Education Award School in 2019, a Pivotal Practice Award in 2022, and a Distinguished School Award and Exemplary Arts Award in 2023. The students of Cold Spring have consistently performed in the top 5-10% of all elementary schools in the state of California. We believe the high achievement level of our students t...o be linked with several factors including a professional teaching staff, nurturing home environments, and excellent student motivation and effort.

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Connections working at Cold Spring School District