DEPUTY BOARD CLERK - 4509

Garden City USD 457 ( learn more )

Garden City , KS ( map )

Job Details

  • Job ID: 2879011
  • Application Deadline: Posted until Filled
  • Posted : January 2, 2018

Job Description

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Purpose Statement


The job of Deputy Board Clerk was established for the purpose/s of assisting the Superintendent and Public Information Coordinator in the daily operation of the district as well as the planning, implementing, directing and maintaining of District programs by providing a wide variety of complex and confidential administrative and secretarial support; and communicating information on behalf of the District administration and the Board of Education to its staff, other districts, public agencies, etc.


JOB DESCRIPTION
This job reports to Superintendent

 

Functions
Compiles data from a wide variety of diversified sources (e.g. agenda items, materials submitted by other departments or staff
members, incoming mail and documents, budget requests, specific budget categories, etc.) for the purpose of preparing reports, making recommendations; and/or preparing information for assigned administrator.

Composes a wide variety of complex written materials (e.g. draft and final correspondence, publications, Board of Education
reports, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.


Maintains petty cash amounts for the purpose of providing change for District staff while complying with related policies, practicesand/or regulations.

Orders supplies and equipment for the purpose of ensuring availability of items as needed. Participates meetings, workshops and/or seminars for the purpose of taking minutes, developing recommendations, conveying
and/or gathering information.

 

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the work unit. Responds to a wide variety of inquires, concerns and/or complaints for the purpose of resolving problems, providing information and/or referring to appropriate personnel.

Supports the Superintendent and Board of Education for the purpose of providing assistance with their administrative functions.


Essential Functions
Attends School Board meetings, public hearings and work sessions when the board clerk is absent for the purpose of providing
information, recording minutes; coordinating materials distribution and/or supporting the needs of other attendees.

Creates a reports and written materials (e.g. end-of-year reports, suspension hearing notices and minutes, correspondence,
agendas, minutes, newsletters, bulletins, programs, financial statements, reports, calendars, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information in accordance with district, state, federal and/or administrative requirements.

Maintains attendance records for the purpose of accurately reporting employee attendance to the business office.
Manages budget accounts for the Superintendent’s and Public Inforamtion Coordinator Offices (e.g. receives invoices and
processes purchase orders, maintain and reconcile budget accounts and corresponding records) for the purpose of for the puposeof maintaining lawful and accurate record of office expenditures.

Organizes activities for the Superintendent, the Board of Education, and Public Information Coordinator (e.g. meetings, hearings, presenters, travel/accommodations, etc.) for the purpose of completing projects and/or delivering services in compliance with
established guidelines.


Prepares agenda for a variety of meetings (e.g. SAC, CAC, ESC staff meetings) for the purpose of providing information and
efficient use of meeting time.

Schedules and makes arrangements for Staff Appreciation activities (e.g. Staff Appreciation Breakfasts, Secretaries’ Tea, End-of-Year Staff Appreciation Dinner, staff birthday, sympathy, and get-well cards, flowers, etc.) for the purpose of recognizing employees and maintaining positive staff morale.

Schedules a wide variety of activities (e.g. meetings, suspension hearings, travel arrangements, facilities usage, etc.) for the
purpose of assisting in meeting staff needs and efficient utilization of personnel, equipment and facilities.

Serves as a resource and liaison to individuals, committees, and/or organizations (e.g. issues Golden Year passes to senior
citizens) for the purpose of conveying and/or gathering information required for district operations.

Job Requirements: Minimum Qualifications
Skills, Knowledge and Abilities


SKILLS are required to perform multiple, non-technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; planning and managing projects; preparing and maintaining accurate records; and utilizing delegated authority.


KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of
manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: school district operations and philosophy; concepts of grammar and punctuation; and business telephone etiquette.


ABILITY is required to schedule activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related
equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Independent problem solving is required to analyze issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; working with constant interruptions; and working with detailed information/data.


Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; and operating within a defined budget. Utilization of resources from other work units is often required to perform the job's functions. There is some opportunity to impact the Organization’s services.

 

 

  • Position Type: Full-time

Contact Information

  • Human Resources

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