Deputy Clerk of the Board

Description

Provides administrative and meeting support to the Alexandria City School Board. Assists Clerk of the Board and Director of Policy & Board Initiatives in communicating information to staff, the public, and other school divisions, and in ensuring compliance with financial and legal administrative requirements. Along with the Clerk of the Board, who directs the Deputy's day to day activities, the Deputy Clerk reports to the Director of Policy & Board Initiatives.

Qualifications

Experience: Administrative experience in an office setting required. Proficient in Microsoft Office Suite: Word, Excel, and PowerPoint. Exercises independent judgement and completes tasks with minimal supervision. Ability to communicate clearly and professionally with staff, the Board, and the public via telephone, email and in person. Reliable team player with a can-do spirit. Able to multi-task in a dynamic, fast-paced environment.

Education: High School diploma or equivalent, Bachelor's degree preferred.

Essential Functions

• Attends evening meetings, public hearings, work sessions and retreats of the nine-member, elected School Board and records minutes of the proceedings. To compensate for working an average of 1 or 2 evenings/week, a flexible schedule and comp time may be available.
• Assists Clerk's Office in coordinating schedules and logistics for various activities (e.g. meetings, conferences, events, etc.)
• Assists Clerk's Office in the smooth operation of various School Board meetings and functions throughout the year, that includes sending invitations, ordering and purchasing refreshments, etc., as well as set-up, clean-up and assistance during the events.
• Monitors Clerk's Office email account and responds to/forwards questions as appropriate to the Clerk and/or the Board.
• Updates School Board webpages on the ACPS website in order to notify the public on upcoming meetings and school board events, posting of approved meeting minutes, and other important School Board documents.
• Assists in the preparation of written materials (e.g. minutes, Board agenda items, meeting packets, correspondence, legal notices, reports, purchase orders, etc.) to convey and/or document information regarding School Board activities and/or procedures.
• Prepares invoices and reimbursements in electronic payment system for Clerk's approval.
• Assists Clerk's Office in uploading documents to, and maintaining the school division's web-based application, Electronic School Board, that manages School Board meeting agendas.
• Serves as Office Manager for the School Board, including ordering supplies, coordinating travel arrangements for Board Members, and coordinating/submitting Board Member Statements of Economic Interests and Conflicts of Interest for the Clerk's review.
• Facilitates recognitions and awards (outreach to awardees, scheduling, purchasing awards/flowers, and creating certificates).
• Outreach to Advisory Committees, including new member applications, communications with committee leadership, receipt and posting of committee documents/reports, maintains committee web pages.
• Publishes legal notices in local newspapers for all public hearings.
• Distributes mail and communications to Board Members.
• Organizes/delivers appreciation mementos from the Board to schools and departments on the first day of school or other notable dates.
• Coordinates with building management to ensure facility access for meetings.
• Creates and maintains online community feedback and advisory committee forms.
• Assists other personnel as required to ensure an efficient and effective work environment.
• Other duties as assigned.