Executive Assistant to the Superintendent

WINDHAM CENTRAL SUPERVISORY UNION

JOB DESCRIPTION

JOB TITLE : Executive Assistant to the Superintendent

REPORTS TO : Superintendent of Schools

APPROVED BY: Superintendent of Schools

UPDATED: 8/2025

FLSA STATUS: Non-Exempt

POSITION OBJECTIVES:

The EAS provides top level support by performing a large variety of complex duties reaching into all areas of the organization. This position is the communication hub for the central office and assists the Superintendent in maintaining confidential data and information regarding district operations, negotiations, and personnel management. The EAS effectively serves departments within the central office by assisting with a variety of administrative support functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

PRIMARY FUNCTIONS

• Effectively answers incoming calls to the central office; greets, screens and assists callers; redirects callers as necessary; takes and delivers messages indicating date and time of call, caller's name, return phone number, and reason for call.
• Manage the superintendent’s calendar
• Manage the superintendent purchases
• Greets and assists visitors and guests of the central office. Notifies appropriate staff member of visitor(s) and routes visitor to appropriate staff member if available. Re-routes/re-directs visitors if a staff member is not available, or takes a detailed message.
• Assists callers and visitors with a variety of basic and specialized questions about procedures, schedules, board meetings, substituting, job vacancies, events and the like. Provides directions and standard information to callers or visitors upon request including forms, brochures, copies of policies and procedures, board agendas, and other public documents/information.
• Maintains general knowledge and understanding of other departments within the WCSU to effectively answer basic questions; to properly and efficiently direct callers and visitors; and to provide effective clerical support to other offices within the WCSU.

• Distributes and/or collects forms, correspondences and other materials.
• Orders and stocks appropriate levels of office supplies and materials, and copier room supplies; performs weekly audits of inventory levels and places orders as needed; creates requisitions for the payment of invoices; orders equipment and special printing projects or supplies as requested.
• Support school board communications between and among school board members and the Superintendent. Support superintendent’s pre and post board meeting actions. Maintain list of school board members and contact information.
• Review and keep school board documents current and accessible, including archived records of legal agreements, meeting agenda and minutes.
• Maintain MyLearning Plan for professional development. This includes keeping track of all PD funds and collaborating with IT for database management.
• Serve as central office Local Standards Board Representative

ONBOARDING / BACKGROUND CHECKS

• Meets with all new volunteers, independent contractors, and walk-ins, to complete all required employment paperwork. Maintains a supply of employment paperwork packets in the reception area.
• Collects all background check paperwork and processes paperwork using state resources including in-house background spreadsheet.
• Updates WCSU databases in accordance with established procedures.
• Collects and manages fees associated with the background check process, creates requisitions for payment of invoices.
• Maintains secure files of background check information/results.
• Other duties assigned as needed.

SUBSTITUTES

• Effectively manages and coordinates the substitute hiring process to ensure that company policies, procedures and operating practices are consistently followed.
• Maintains and coordinates the substitute list on the substitute management system.

CENSUS DATA SUPPORT

• Work closely with IT and the building administrative assistants to ensure that the average daily membership, including tuition students is accurate and up to date.

OTHER RESPONSIBILITIES

• Office manager responsibilities include management of space, removal of trash/recycling, and overseeing general cleanliness of the common spaces
• Coordinates and schedules the conference room.
• Sorts and distributes incoming and outgoing mail for the central office.
• Troubleshoots problems with the office equipment (i.e. copiers, fax machine, printers, scanner, postage meter, etc.). Contact service representative as necessary for repairs.
• Provides assistance to the Director of Finance/HR Coordinator as requested.
• Assists with special projects as requested.
• Maintains professionalism and confidentiality.
• Other duties as assigned by the supervisor

SUPERVISION RECEIVED : Reports to the Superintendent

Supervised and evaluated by the Superintendent.

QUALIFICATIONS : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, in addition to the following:

• Education and Experience . Associates degree in an appropriate discipline plus 2 to 3 years of relevant clerical and administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired. Good general understanding of public education organizational structure and administrative operations.
• Language Skills . Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write reports, business correspondence, and procedure manuals. Ability to speak effectively before groups of customers or employees of the organization. Ability to effectively present information and respond to questions from supervisors, groups of employees, vendors, and the general public.
• Mathematical Skills . Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
• Computer Skills and Experience . Strong typing and organizational abilities. Proficient skills using Microsoft Excel and Word required. Microsoft PowerPoint experience preferred. Previous experience in organizing and maintaining moderately complex filing and record keeping systems, including some experience with computerized information systems.
• Reasoning Ability/Mental Requirements . Ability to solve practical problems and deal with a variety of concrete variables in standardized situations. Ability to interpret and apply common sense understanding to carry out a variety of instructions furnished in written, oral, diagram, or schedule form.
• Communication & Interpersonal Skills . Ability to communicate courteously, efficiently and effectively with a variety of individuals, including students, faculty, administrators, parents, and representatives of outside organizations. Ability to work cooperatively and effectively with peers, supervisors, vendors, and other outside constituencies.
• Competencies . The individual in this position must possess the following:

• Dependability – being reliable, punctual, responsible and fulfilling obligations.
• Self-Control – maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
• Stress Tolerance – accepting criticism and dealing calmly and effectively with high stress situations.
• Cooperation – being pleasant with others on the job and displaying a good-natured, cooperative attitude.
• Concern for Others – being sensitive to others’ needs and feelings and being understanding and helpful on the job.
• Attention to Detail – being careful about detail and thorough in completing work tasks.
• Integrity – being honest and ethical.
• Adaptability/Flexibility – being open to change (positive or negative) and to considerable variety in the workplace.
• Independence – guiding oneself with little or no supervision, and depending on oneself to get things done.
• Social Orientation – preferring to work with others rather than alone, and being personally connected with others on the job.

PHYSICAL EFFORT AND STRESS . Employee must have the physical ability to perform the essential functions of the job as outlined above, in addition to the following (Frequency Codes described below):

Frequency

Code

Description

Sometimes

S

activity may exist sporadically, but not on a consistent basis.

Occasionally

O

activity exists on a consistent basis for less than 1/3 of the time

Frequently

F

activity exists from 1/3 of the time up to 2/3 of the time

Constantly

C

activity exists for 2/3 or more of the time

Not Applicable

N/A

activity is not present in the position

Activity

Frequency Code

Essential

Not Essential

Sitting

C

X

Standing

O

X

Walking

O

X

Seeing

C

X

Hearing

C

X

Talking

C

X

Dexterity (Hands/Fingers)

C

X

Tasting

N/A

X

Smelling

N/A

X

Use of Computers and Equipment

C

X

Lifting

Up To 10 Lbs.

F

X

10-25 Lbs.

O

X

25-50 Lbs.

N/A

X

50-100 Lbs.

N/A

X

100+ Lbs.

N/A

X

Carrying

Up To 10 Lbs.

F

X

10-25 Lbs.

O

X

25-50 Lbs.

N/A

X

50-100 Lbs.

N/A

X

100+ Lbs.

N/A

X

Bending/Stooping

O

X

Pushing/Pulling

O

X

Twisting

S

X

Climbing

N/A

X

Balancing

N/A

X

Crouching

S

X

Kneeling

S

X

Crawling

N/A

X

Reaching (i.e., overhead)

F

X

Handling

C

X

Driving

N/A

Repetitive Movements (Hands, Feet)

F

X

Managing Stress

C

X

Resolving Conflicts

C

X

WORKING CONDITIONS/ENVIRONMENTAL FACTORS: All conditions common to a construction site for residential housing including, but not limited to, the following (Frequency Codes described above):

Working Conditions/Environmental Factors

Frequency Code

Exposure (dust, dirt)

S

Exposure (extreme heat – non-weather, flames)

N/A

Exposure (extreme cold – non-weather)

)

N/A

Exposure (fumes, odors)

N/A

Exposure (viruses, infectious diseases)

O

Exposure (water)

N/A

Exposure (hazardous equipment)

N/A

Exposure (chemicals, hazardous materials)

N/A

Uneven terrain

N/A

Outdoor weather conditions

S

Vibration/noise

S

Heights

N/A

Definitions - Physical Demands

Sitting : remaining in a seated position

Standing : remaining on one's feet in an upright position at a work station without moving about

Walking : Moving about on foot

Seeing : Perceiving with the eye

Hearing : Perceiving or listening to sound by ear

Talking : Articulating, speaking or discussing using spoken words

Dexterity : Skill in the use of hands and fingers

Lifting : Raising or lowering an object from one level to another (includes upward pulling)

Carrying : Transporting an object, usually holding it in the hands or arms or on the shoulder

Bending/Stooping : Bending the body downward and forward by bending the spine at the waist. Occurs to a considerable degree and requires full use of the lower extremities and back muscles.

Pushing : Exerting force upon an object so that the object moves away from the force (includes slapping, striking, and kicking)

Pulling : Exerting force upon an object so that the object moves toward the force (includes jerking).

Twisting : Rotating; moving to face in alternate direction.