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Deputy Clerk of the School Board (Updated)

Company: Albemarle County Public Schools and Government
Location: Charlottesville
Posted on: September 15, 2023

Job Description:

Deputy Clerk of the School Board

Superintendent's Office

*Job description and starting salary range updated April 6, 2023

Are you looking to work in a school division where students are engaged in authentic, challenging, and relevant learning experiences, becoming lifelong contributors and leaders in our dynamic and diverse society? Then look no further!

In Albemarle County Public Schools, we work together as a team to end the predictive value of race, class, gender, and special capacities for our children's success through high-quality teaching and learning for all. We seek to build relationships with families and communities to ensure that every student succeeds. We will know every student!

We are the first public school division in Virginia, and among the first in the country, to develop and implement an Anti-Racism policy with the expressed purpose of building school communities that share the responsibility to recognize and end racism, eliminate inequitable practices that result in achievement gaps, and support the unique gifts, talents, and interests of every child. In ACPS, "all" really means all.

ACPS employees enjoy competitive pay and benefits, including health & dental coverage, retirement, flexible spending accounts, paid time off, wellness program, discounts on gym memberships, and more! Be sure to check out our website to learn more about our Division and our Schools.

General Definition of Work:

Assists the Clerk of the School Board in managing all activities related to School Board meetings. Assist Assists the Clerk in maintaining all official records of the School Board. Performs a wide variety of technical and/or difficult clerical and administrative duties in a team environment. Work requires comprehensive knowledge of the functions and organizations of the School Division and general knowledge of the department, division, policies, procedures, and services. Handles a variety of assignments including working with confidential and sensitive information; does related work as required. Work is performed under general supervision with latitude judgment.

Essential Functions:

  • Acts as Clerk in the absence of the Clerk of the School Board;
  • May sign legal and official documents requiring the signature of the Board Clerk.
  • Attends all meetings of the School Board; responsible for meeting room setup, takes notes and runs meeting recorder, accurately records and interprets data from the Board in order to compose accurate accounts of comments, discussions, and official actions taken by the School Board.
  • Assists the Clerk in serving as the liaison between the Board, staff, and the public on correspondence, inquiries, and requests for information; assists in developing Board meeting agendas
  • Drafts and submits minutes of School Board meetings for approval to the Clerk;
  • Maintains a file of recordings and official copies of Board meeting materials;
  • Develops and maintains a database of Board meeting agenda items.
  • Assists with the coordination of Board member calendars.
  • Prepares correspondence, resolutions, and proclamations as necessary to accomplish objectives based on general instructions; Contents of the material may be of a confidential nature;
  • Collects information from a variety of sources and compiles data for complicated special and periodic reports;
  • Prepares, signs, records and maintains purchase requisitions as well as collects, files, checks and obtains approval for invoices and statements;
  • Assists in the preparation of Board publications;
  • Assists in the notification of internal and external stakeholders of board meetings;
  • Develops and maintains the School Board webpage;
  • Sets and supervises the maintenance of School Board filing systems;
  • Assist in responses to the clerical and administrative needs of School Board members and other staff;
  • Assists in responding to matters relating to School Board programs and initiatives;
  • Screens incoming telephone calls and directs calls to the appropriate department;
  • Prepares public notices and legal advertisements for publication in accordance with Virginia law and School Board policy;
  • Completes registration, accommodations for School Board members and staff to local and state meetings and conferences;
  • Responds to informational requests from staff members, the public, the media, and School Board members;
  • Coordinates special events related to community engagement initiatives;
  • Acts as a Notary Public witnesses and attests to the authenticity of legal agreements and documents;
  • Performs other duties as assigned.

    Knowledge, Skills, & Abilities

    Comprehensive knowledge of the functions and organizations of the School Division; Strong oral and written communication skills; General knowledge of School Division policies, procedures, and practices; Substantial knowledge of commonly used computer software, graphics software, and spreadsheet applications required; Experience working with web page design and maintenance a plus; Ability to meet senior-level officials and citizens with tact and diplomacy; Ability to establish and maintain effective working relations with other office personnel, employees and the general public; Ability to work under strict deadlines and make decisions in accordance with laws, policies, regulations and established procedures while organizing and performing work independently; Ability to synthesize Board meeting issues and actions and to produce concise notes at a competent rate of speed. SPECIAL REQUIREMENTS/RESPONSIBILITIES: Shall be bonded for $10,000; Ability to become a certified notary public. Possession of a valid appropriate driver's license issued by the Commonwealth of Virginia.

    Education and Experience:

    Any combination of education and experience equivalent to graduation from high school, supplemented by college courses in business and/or public administration. Considerable clerical experience at a responsible level in a school division or related organization, as well as some general administrative experience.

    Physical Conditions and Nature of Work Contacts:

    Duties are normally performed in office and meeting settings. Attendance at evening School Board meetings is required. Work schedule may require attendance beyond what is normally considered office hours. Frequent sustained operation of office equipment is required. Occasional lifting of office and audio equipment up to 30 pounds is required. Occasional travel throughout the County is necessary. Regular contact with the School Superintendent, senior school staff, School Board members, government officials, media, and the general public is necessary. These contacts may be non-cooperative and may require considerable skill in diplomacy, tact, and discretion to resolve.

    PG 10, NE

Keywords: Albemarle County Public Schools and Government, Charlottesville , Deputy Clerk of the School Board (Updated), Other , Charlottesville, Virginia

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