DEPUTY CLERK TO THE SCHOOL BOARD

Company: Virginia Department of Education
Location: Virginia Beach
Posted on: November 1, 2024

Job Description:

Deputy Clerk to the School Board

Job no: 492454
Work type: Full-time
Location: Virginia
Categories: Administration (Leadership), Clerical/Administrative Support

SUMMARY

Performs highly responsible administrative management and support tasks for the chairman and members of the School Board; acts in the legal capacity of the deputy clerk of the School Board.

MAJOR DUTIES/ESSENTIAL FUNCTIONS

1.
Assists the clerk to the School Board.

2.
Serves as deputy clerk to the School Board with all legal requirements of the position.

3.
Assists School Board members by conducting research, performing liaison tasks, contacting staff and constituents, and drafting correspondence.

4.
Supervises preparations for all School Board meetings by organizing agendas, preparing supporting materials, and meeting all deadlines to ensure accuracy and completeness.

5.
Attends and ensures accurate and appropriate documentation and records of work sessions, public hearings, and special meetings.

6.
Assists with regular meeting minutes, as required.

7.
Assists with the development of the School Board calendar and provides periodic updates to School Board members, staff members, and the public.

8.
Assists with administrative planning and organizing School Board conferences.

9.
Oversees the required administrative processes for student discipline hearings conducted by the School Board by monitoring timelines, scheduling hearings, notifying participants, interacting with students' legal counsel, compiling necessary documentation, attending hearings, assisting School Board members at all stages of the process, and preparing final correspondence for approval by the School Board attorney.

10.
Schedules and compiles pre- and post-hearing documentation for employee grievance appeal hearings to be conducted by the School Board, interacting with employees' legal counsel, and assisting School Board members at all stages of process.

11.
Performs liaison tasks regarding school system issues, as required.

12.
Monitors charges for legal services.

13.
Monitors Freedom of Information Act requests for the School Board.

14.
Oversees the directive system coordination and revision process.

15.
Ensures installation and maintenance of, and technical assistance on all office technology systems for School Board members and office staff.

16.
Serves as the School Board Office web curator.

17.
Oversees establishment and maintenance of School Board records and confidential files.

18.
Prepares and maintains statistical tabulations, as required.

19.
Assists clerk with oversight of the work of the clerical staff assigned to the School Board Office.

20.
Performs duties of the clerk to the School Board in his/her absence, including all legal requirements of the position, as required.

21.
Performs related duties as required or assigned.

SUPERVISION RECEIVED OR GIVEN

SUPERVISION GIVEN OR RECEIVED

Receives general supervision from the executive assistant and clerk of the School Board. Selects, hires, assigns, trains, develops, counsels, coaches, and evaluates lower graded employees. Provides guidance and assistance to other full-, part-time, and/or hourly employees, as assigned.

QUALIFICATIONS
EDUCATION-REQUIRED
---
Any combination of education and experience equivalent to a bachelor's degree in business, public, educational administration, or related field.

EDUCATION-PREFERRED
PROFESSIONAL EXPERIENCE-REQUIRED
---
Three (3) years of progressively more responsible experience as an administrative, executive, or confidential assistant some of which shall have been at the level of administrative assistant II or higher.

PROFESSIONAL EXPERIENCE-PREFERRED
PROFESSIONAL CERTIFICATION AND/OR LICENSURE-REQUIRED
---
Must be a Virginia certified notary public OR become a certified notary public within two months of hire.

PROFESSIONAL CERTIFICATION AND/OR LICENSURE-PREFERRED
ADDITIONAL REQUIREMENTS
---
Must be available to work evenings when most School Board meetings and committee work groups are in session.
---
Must become bonded in the amount of $10,000, to be paid by the School Board, after hire.

ADDITIONAL REQUIREMENTS-PREFERRED
KNOWLEDGE/ SKILLS/ABILITIES - REQUIRED
---
Knowledge of, or interest in, issues affecting education.
---
Knowledge of laws, policies, and regulations related to student disciplinary and employee grievance appeal hearing process.
---
Knowledge of the School Board and the major units of Fairfax County Public Schools.
---
Analytical and organizational skills.
---
Good judgment; initiative.
---
Ability to develop and maintain effective working relationships.
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Ability to provide technical assistance for student discipline and employee grievance appeal procedures.
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Proficiency in business English, grammar, spelling, and punctuation.
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Ability to operate a computer and use appropriate software applications and peripheral office equipment.
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Ability to perform, without direct supervision, continuing assignments requiring the organization of material.
---
Ability to communicate effectively, both orally and in writing.

KNOWLEDGE/ SKILLS/ABILITIES - PREFERRED

CAREER LADDER ADVANCEMENT CRITERIA

WORK ENVIRONMENT / PHYSICAL REQUIREMENTS

REASONABLE ACCOMMODATIONS STATEMENT

The work environment and physical demands described herein are representative of those that must be met by the 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.

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS

This job operates in a school environment and has a noise level of mostly low to moderate. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

To learn more about Fairfax County Public Schools, please visit: www.fcps.edu

Advertised: 22 Aug 2023 Eastern Daylight Time
Applications close:

Keywords: Virginia Department of Education, Suffolk , DEPUTY CLERK TO THE SCHOOL BOARD, Other , Virginia Beach, Virginia