Confidential Secretary to the Office of the Superintendent - ELSC JobID: 13809 + Position Type: Secretarial/Clerical/ Confidential Secretary + Date Posted: 2/10/2025 + Location: ELSC    Confidential Secretary to the Office of the Superintendent and ELSC SecretaryPOSITION TITLE: Confidential Secretary to the Office of the Superintendent and ELSC SecretaryCLASSIFICATION: Non-Administrative Meet and ConferREPORTS TO: Office of the SuperintendentCedar Rapids Community School District seeks a candidate to support the Office of the Superintendent in achieving the District's vision and mission. The ideal candidate is detail-oriented, has exceptional organizational skills, the ability to manage a wide range of tasks in a fast-paced environment, with a commitment to confidentiality and a positive and approachable demeanor. They are talented in managing an ever-changing schedule and prioritizing tasks effectively. They recognize patterns, evaluate ideas, and make sound judgments. This invaluable skillset will enable them to refine ideas and make intuitive judgments when necessary.The selected candidate must be results-oriented and possess expertise in integrative thinking, deriving the utmost satisfaction from completing tasks proficiently and meeting completion standards, no matter the obstacles or challenges. Adherence to confidentiality, integrity, accuracy, precision, and clarity is paramount, ensuring proficient organizational functioning.We seek an individual with excellent written and verbal communication skills and exceptional critical thinking abilities. The ideal candidate will have a creative and innovative approach to problem-solving and be able to navigate complex situations easily. The candidate needs to possess relevant knowledge, experience, and skills pertaining to the role and must be proficient in using relevant software and tools. They are expected to demonstrate a positive attitude, collaborate well within a team, manage communication with the public with discretion, and work independently with minimal supervision.ESSENTIAL DUTIES AND RESPONSIBILITIES: + Secretarial & Administrative Support: + Serve as the first point of contact for public inquiries by answering phone calls for the Office of the Superintendent and screening them to ensure they are directed to the correct staff, responding to emails either by addressing them directly or redirecting them to the appropriate district personnel. Take and deliver accurate messages. Gather and provide information directly or to other staff. For non-routine inquiries, identify appropriate staff and facilitate response. Whenever possible, take care to alert other staff to referral prior to contact by party making inquiry, and inform party what steps are being taken to route inquiry appropriately. + Coordinate with the Administrator to the Office of the Superintendent in maintaining Superintendent’s calendars which will include scheduling and rescheduling events, communicating with various attendees, and ensuring all details are accurately recorded and conflicts are avoided. + Manage communications for the Office of the Superintendent, including preparing and proofreading documents, correspondence, and reports. + Assist Office of Superintendent in preparing board meeting agendas, reports, and presentations, ensuring all materials are organized and ready in advance. + Assist Office of Superintendent with required notices, postings, and emails around meetings of Board of Directors, and other meetings as directed. + Research, create, input, format, organize, and edit relevant data as needed or requested and prepare in a usable format for the Office of the Superintendent or designees. + Process purchase orders and requisitions, assuring proper approvals, code and record the purchase of supplies as required. + Maintain information from various organizations and data on district operations. + Represent the district and the Office of the Superintendent in a positive light through great follow-through skills and sound judgment. + Complete ad-hoc projects as assigned. + Oversee calendar reservations for the ELSC + Prepare reports for district professional learning days + Work with school dashboards + Maintain evaluation information for departmental/facilitator meetings + Provide support to staff in conjunction with the annual PLC conference + Interact on a daily basis with ELSC staff, and community partners + Prepare necessary department, district and state reports and monitor for follow up as needed + Monitor department budgets and maintain account information for appropriate documentation of expenses + Use time clock to process payroll for hourly and salaried employees + Event Planning & Coordination: + As directed by Office of Superintendent, collaborate with Policy, Event, and Communications Specialist from office of communications for larger scale and/or higher profile events + Plan, coordinate, and execute district events, such as board meetings, staff meetings, conferences, and special community events which will include oversight of logistics for district events such as booking venues, arranging accommodations, and ensuring all required materials are prepared + Coordinate conference registrations and travel arrangements, including booking flights, hotels, transportation, and meals for the Office of the Superintendent, board members, and other district leaders attending events or meetings. + Handle the setup and breakdown for meetings and events, ensuring all technical and logistical needs are met (e.g., room setup, AV equipment, etc.). + Schedule, plan, and execute or assist with high-profile meetings, conferences, and programs as required, including creating the schedule, contacting all invited parties, preparing agendas and materials, arranging catering, and distributing materials to all parties. + Board Meetings & Public Communication: + Attend board meetings, take notes as needed, and prepare minutes and meeting records for distribution + Communicate with board members, administrators, and external stakeholders to schedule meetings and distribute relevant documents + Ensure timely dissemination of public notices and meeting agendas, adhering to district policies and legal compliance regarding open meetings and public records + Act as the first point of contact for the public and respond to or direct inquiries about district policies, programs, and upcoming events + Confidentiality & Legal Compliance Across All Work: + Ensure strict adherence to legal compliance requirements for handling district records, including confidentiality laws, public records requests, and meeting regulations + Maintain secure files for sensitive district materials, including legal documents, financial documents, and strategic plans + Manage sensitive matters with high confidentiality and discretion, especially decisions directly impacting the district’s operations + Meeting and Travel Coordination: + Coordinate and arrange all details for meetings, including location, logistics, and necessary materials (e.g., agendas, presentations, handouts) + Manage travel arrangements for the Office of the Superintendent and other district leaders, ensuring timely and cost-effective travel for district-related business + Prepare itineraries, ensuring that all travel plans and accommodations are organized efficiently and professionally + General Office Support: + Provide general office support to the Office of the Superintendent, including managing the office supply inventory, ordering materials, and maintaining office equipment + Perform other administrative duties as assigned, such as organizing meetings, filing documents, and managing office correspondence + Ensure smooth daily operations within the Office of the Superintendent by handling various administrative tasks in a fast-paced environment + Be responsive to emails/texts/phone calls, with contact outside normal hours + Welcome guests of the Office of the Superintendent by greeting them, in person or on the phone, answering or directing inquiries + Use discretion, confidentiality, and good judgment to handle highest executive level matters + Function well in a high-paced environment + Perform additional duties as assigned by the Office of the Superintendent ESSENTIAL SKILLS/APTITUDES? Strong research, investigative, and reporting skills are required? Strong knowledge of compliance and regulatory laws relevant to our District? Excellent communication and interpersonal skills, superb attention to detail, and a problem-solving attitude? Ability to relate to others positively and professionally? Ability to perform under pressure? Ability to contribute positively to the productivity of teams? Effective oral and written communication skills? Excellent grammar, spelling, punctuation, and related communication skills, including proofreading, editing, and creating original documents? Ability to organize and manage details in an orderly and thorough manner? Willingness to assume responsibility and to be accountable for decisions? Willingness to adjust to a flexible work schedule? Capacity to represent the District professionally, including confidentiality, collegiality, and the ability to obtain and utilize additional training, if necessary? Ability to problem solve independently and with others, take initiative, and work independently without supervision? Working knowledge of State and Federal regulations, policies, guidelines + Working knowledge of School Board’s policies, regulations, and procedures ? Exceptional reliability, trust, and integrity? Demonstrated commitment to continuous improvement and quality initiatives? Demonstrated commitment to closing the achievement gap and ensuring students transition successfully to post-secondary endeavors? Active contributions to a culture of high expectationsQUALIFICATION REQUIREMENTS:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.EDUCATION, LICENSE and/or EXPERIENCE: + High School Diploma required + AA or Bachelor's degree preferred + Proven ability to manage confidential and sensitive information with discretion and professionalism + Strong organizational skills and the ability to manage multiple tasks simultaneously in a fast-paced environment + Proficiency in Google and other office software + Exceptional written and verbal communication skills, with the ability to interact effectively with internal and external stakeholders + Experience with event planning, travel arrangements, and coordinating logistics for meetings and large events + Knowledge of legal and compliance standards, particularly related to public meetings, open records, and confidentiality laws, is a plus + Ability to work independently, prioritize tasks, and be flexible in a dynamic environment SALARY: $ 22.60/hour LANGUAGE SKILLS: + Ability to read, analyze, interpret, and implement ideas contained in technical documents, reports, regulations, and all forms of communications + Ability to effectively write reports and communications to administrators, colleagues, parents, students and staff + Ability to effectively present information orally and respond to questions from administrators, teachers, staff and students MATHEMATICAL SKILLS: + Ability to perform basic mathematical functions + Ability to use spreadsheets and reporting documents that assist with the computation of data REASONING ABILITY: + Ability to solve problems effectively + Ability to interpret and implement a variety of instructions furnished in written, oral, diagram or schedule form OTHER SKILLS and ABILITIES: + Ability to establish and maintain effective working relationships with administrators, colleagues, community members, staff and students + Ability to speak clearly and concisely both in oral and written communication + Ability to perform duties with awareness of all district requirements and Board of Education policies PHYSICAL DEMANDS:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is frequently required to stand; walk; use hands and fingers to handle and/or feel objects, tools or controls; and talk and hear. The employee will frequently use hands and fingers to type/word process, file documents, manipulate papers, and use a copying machine. The employee frequently must squat, stoop or kneel, reach above the head and forward 0 -24 inches and on occasion up to 36 inches. The employee continuously uses hand strength to grasp items. The employee will frequently bend or twist at the neck and trunk while performing the duties of this job. The employee must occasionally lift and/or move up to 50 pounds 0 - 12 feet and occasionally up to 20 feet, such as office materials, desks, chairs, and boxes. The employee will sometimes push/pull items such as tables and carts. Specific vision abilities required by this job include close vision, color vision and the ability to adjust focus while working with computers, written materials, reports, assessment data, etc.WORK ENVIRONMENT:The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The noise level in the work environment is often quiet but may become loud in large group settings. The position requires the commitment of professional working hours that will require the employee to arrive and leave as directed and may require the employee to extend beyond a typical 7:30 a.m. to 4:30 p.m. workday. The employee will usually work in indoor temperatures but will be required to work occasionally in outdoor environments.EQUAL OPPORTUNITY EMPLOYERThe Cedar Rapids Community School district is an Equal Opportunity Employer. The district does not discriminate on the basis of race, creed, color, gender, national origin, religion, age, marital status, sexual orientation, veteran status, or disability.Federal law obligates an employer to provide reasonable accommodation for the known disabilities of applicants, unless doing so would pose an undue hardship on the employer. If you or someone you know requires accommodation in the hiring process, contact the Chief Human Resource Officer at 319-558-2747.