Superintendent's Office Manager
Rockford Public Schools
 Rockford, IL

ROCKFORD BOARD OF EDUCATION

JOB DESCRIPTION

Job Title: Superintendent's Office Manager

______________________________________________________________________

JOB CODE: 1100

Department: Administration

Supervisor: Superintendent

Date: February 12, 2020

Status: Exempt

______________________________________________________________________

PURPOSE OF THE POSITION: Manages daily operations of the Superintendent's Office to maintain a professional atmosphere and excellent customer service to staff and community. Provides confidential administrative support to the Superintendent, his leadership team, their assistants and, on occasion, Board members.

SUPERVISORY RESPONSIBILITIES: Supervise Coordinator to the Board and Executive Assistant in the Superintendent's office.

DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. In addition to the requirements listed below, regular attendance is an essential function of this position.

  • Ensures that all actions are in concert with the Board policies as well as the mission statement, beliefs, objectives and parameters found in the District's strategic plan.
  • Participates in job training and professional growth opportunities in order to enhance ability to perform the essential functions of the job.
  • Performs other related duties as assigned or as conditions necessitate for the purpose of ensuring an efficient and effective work environment.
  • Serves as primary executive administrative support to the Superintendent.
  • Serves on Superintendent's Administrative Cabinet.
  • Develop weekly cabinet agenda.
  • Track action items and update cabinet members weekly via cascading messages.
  • Acts as timekeeper for Cabinet meetings
  • Update Cabinet Support Team as needed.
  • Collaborate with Accountability team to ensure PDSAs and AROI processes flow through cabinet and Board Meetings
  • Advise Superintendent and/or Cabinet Members, and Board Members, when appropriate, of any events that may affect the District.
  • Coordinate Board meeting preparations, when the board coordinator is absent.
  • Maintain calendar, schedule appointments, meetings, and speaking engagements.
  • Screen demands on Superintendent's time, referring parents, staff, students, and media to the proper administrators or staff where possible. While serving as a goodwill ambassador of the district.
  • Arrange for refreshments or catering for Superintendent meetings, as appropriate.
  • Ensure meeting room availability and set-up.
  • Assist in preparation of speeches, presentations, visual aids and documents as necessary.
  • Serve as liaison, dealing with a diversified group of employees, parents, students, and community members in a positive, courteous and professional manner; handling difficult or unusual circumstances with diplomacy and confidentiality.
  • Maintain positive working relationship with community organizations and partners.
  • Notify staff members of attendance and preparation requirements for meetings involving the Superintendent or Board of Education.
  • Assist Superintendent with correspondence.
  • Make travel arrangements for Superintendent and Board Members including preparation of itinerary, and any and all related necessary paperwork.
  • Manage all reservations for Community Events for staff and board members.
  • Provide briefing of mail items to Superintendent.
  • Screen departmental mail for appropriate cover memo and supporting documentation; obtain Superintendent's signature when needed.
  • Route and/or prepare State Board of Education and Regional Office forms for completion; maintain record of signed documents.
  • Assist in obtaining/maintaining necessary certifications for State of Illinois through contact with Illinois State Board of Education (ISBE) and Regional Office of Education (ROE).
  • Responsible for Superintendent's approval of electronic reporting through ISBE Web Application Security (IWAS).
  • Work with Regional Superintendent & Staff to complete the Technical Assistance Visit every three years as required to maintain District recognition by ISBE
  • Work with Communications Department to update the Superintendent web page information.
  • Monitor and direct all dialogue for Let's Talk web-based communications tool, by either responding or redirecting.
  • Attend meetings with Superintendent, including Board of Education meetings, strategic planning, community forums, etc.
  • Acts as lead for the Cabinet Support Team (Executive Assistants who report to Cabinet members). Hold regular staff meetings with the Cabinet Support Team.
  • Manage and monitor Superintendent and Board Budget.

MINIMUM QUALIFICATIONS:

High school diploma, some college level training, and previous experience as an administrative assistant. Supervisory experience preferred.

KNOWLEDGE, SKILLS AND ABILITIES:

  • Ability to demonstrate qualities aligned to our core values of Character, Communication, Collaboration and Continuous Improvement.
  • Possess strong knowledge of all school district functions, policy and procedures.
  • Effective oral and written communication skills.
  • Ability to anticipate problems and work through solutions.
  • High capability of being discreet and confidential as a participant in executive planning meetings.
  • Must be able to handle pressure to articulate effectively with stakeholders.
  • Excellent computer and key-boarding skills, including Microsoft Office programs and Google.

LENGTH OF WORK: 12 months.

WORKING CONDITIONS:

Mobility required in order to conduct Board meeting arrangements including some in-district travel (rare out-of-district travel.) Light lifting (up to 15 lbs.) necessary. Intermittent, prolonged and irregular hours of work may be required; i.e. flexible daily work hours as necessary to support the Superintendent's schedule and Board of Education meetings.

OTHER:

This job description describes duties and responsibilities which are representative of the nature and level of work assigned to the position. The identified duties and responsibilities are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position.

The job description does not constitute an employment agreement between the school district and employee and is subject to change by the school district as the needs of the school district and requirements of the job change.

Physical Aspects of the Position (Check all that apply)

1. - Climbing – Ascending or descending ladders, stairs, scaffolding ramps, poles and the like, using feet and legs and/or hands and arms. Body agility is emphasized. 2. X Balancing – Maintaining body equilibrium to prevent falling when walking, standing or crouching on narrow, slippery or erratically moving surfaces. 3. X Stooping – Bending body downward and forward by bending spine at the waist. 4. X Kneeling – Bending legs at knee to come to a rest on knee or knees. 5. X Crouching – Bending the body downward and forward by bending leg and spine. 6. - Crawling – Moving about on hands and knees or hands and feet. 7. X Reaching – Extending hand(s) and arm(s) in any direction. 8. X Standing – Particularly for sustained periods of time. 9. X Walking – Moving about on foot to accomplish tasks, particularly for long distances. 10. - Pushing – using upper extremities to press against something with steady force order to thrust forward, downward or outward. 11. - Pulling – Using upper extremities to exert force in order to draw, drag, haul or tug objects in a sustained motion. 12. X Lifting – Raising objects from a lower to a higher position or moving objects horizontally from position to position. This factor is important if it occurs to a considerable degree and required the substantial use of upper extremities and back muscles. 13. X Finger use – Picking, pinching, typing or otherwise working, primarily with the fingers rather than the whole hand or arm as in handling. 14. X Grasping – Applying pressure to an object with the fingers or palm. 15. X Talking - Expressing or exchanging ideas by means of spoken word. Those activities in which you must convey detailed or spoken instructions to other workers accurately, loudly or quickly. 16. X Hearing – Perceiving the nature of sounds. Ability to receive detailed information through oral communication, and to make fine discriminations in sounds such as when making fine adjustments on machinery. 17. X Repetitive Motions – Substantial movements (motions) of the wrist, hands, and/or fingers.

The Physical Requirements of the Position (Check one)

1. - Sedentary Work – Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, push, pull or otherwise move objects, including the human body. Sedentary Work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. 2. X Light Work – Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of force greater than that for sedentary work and the worker sits most of the time, the job is rate for Light Work. 3. - Medium Work – Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects. 4. - Heavy Work - Exerting up to 100 pounds of force occasionally, and/or up to 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects. 5. - Very Heavy Work – Exerting in excess of 100 pounds of force occasionally, and/or in excess of 50 pounds of force frequently, and/or in excess of 20 pounds of force constantly to move objects.

The visual acuity requirements including color, depth perception and field of vision (Check one)

1. X Machine Operations – inspection, close assembly, clerical, administration. This is a minimum standard for use with those whose work deals largely with preparing and analyzing data and figures, accounting, transcription, computer terminal, extensive reading, or visual inspection. 2. - Mechanics – Skilled tradespeople – This is a minimum standard for use with those whose work deals with machines such as power tools, lathes and drills. 3. - Mobile Equipment – This is a minimum standard for use with those who operate cars, trucks, forklifts, cranes, and high equipment. 4. - Other – This is a minimum standard basis on the criteria of accuracy and neatness of work for janitors, sweepers, etc.

The Conditions the Worker will be subject to in this position (Check all that apply)

1. X The worker is subject to inside environment conditions. 2. - The worker is subject to outside environment conditions. 3. - The worker is subject to both environmental conditions. (Activity occurs inside and outside) 4. - The worker is subject to extreme heat or cold for periods of greater that one hour. 5. - The worker is subject to noise which would cause them to have to shout. 6. - The worker is subject to hazards: Includes a variety of physical conditions, such as proximity to moving mechanical parts, electrical current, chemicals, etc.