ROCKFORD BOARD OF EDUCATION JOB DESCRIPTION 

Job Title: Superintendent's Office Manager 

JOB CODE: 1100 

Department: Administration 

Supervisor: Superintendent 

Status: Exempt 

Compensation: $70,475 - $98,665

A comprehensive benefits package including: 

• Medical, dental, vision, life and disability insurance
• Voluntary life insurance
• Paid Sick and Personal time
• Paid holidays
• Paid vacation
• Membership in the Teachers' Retirement System (TRS)
• Optional 403(b) plan
• Employee assistance program (EAP)

PURPOSE OF THE POSITION: Manages daily operations of the Superintendent's Office to maintain a professional atmosphere and excellent customer service to staff and community. Provides confidential administrative support to the Superintendent, his leadership team, their assistants and, on occasion, Board members. 

SUPERVISORY RESPONSIBILITIES: Supervise Coordinator to the Board and Executive Assistant in the Superintendent's office. 

DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. In addition to the requirements listed below, regular attendance is an essential function of this position. 

1. Ensures that all actions are in concert with the Board policies as well as the mission statement, beliefs, objectives and parameters found in the District's strategic plan. 

2. Participates in job training and professional growth opportunities in order to enhance ability to perform the essential functions of the job. 

3. Performs other related duties as assigned or as conditions necessitate for the purpose of ensuring an efficient and effective work environment. 

4. Serves as primary executive administrative support to the Superintendent. 

5. Serves on Superintendent's Administrative Cabinet. 

     a. Develop weekly cabinet agenda. 

     b. Track action items and update cabinet members weekly via cascading messages. 

     c. Acts as timekeeper for Cabinet meetings 

     d. Update Cabinet Support Team as needed. 

     e. Collaborate with Accountability team to ensure PDSAs and AROI processes flow through cabinet and Board Meetings 

6. Advise Superintendent and/or Cabinet Members, and Board Members, when appropriate, of any events that may affect the District. 

7. Coordinate Board meeting preparations, when the board coordinator is absent. 

8. Maintain calendar, schedule appointments, meetings, and speaking engagements. 

     a. Screen demands on Superintendent's time, referring parents, staff, students, and media to the proper administrators or staff where possible. While serving as a goodwill ambassador of the district. 

     b. Arrange for refreshments or catering for Superintendent meetings, as appropriate. 

     c. Ensure meeting room availability and set-up. 

9. Assist in preparation of speeches, presentations, visual aids and documents as necessary. Superintendent's Office Manager 

10. Serve as liaison, dealing with a diversified group of employees, parents, students, and community members in a positive, courteous and professional manner; handling difficult or unusual circumstances with diplomacy and confidentiality. 

11. Maintain positive working relationship with community organizations and partners. 

12. Notify staff members of attendance and preparation requirements for meetings involving the Superintendent or Board of Education. 

13. Assist Superintendent with correspondence. 

14. Make travel arrangements for Superintendent and Board Members including preparation of itinerary, and any and all related necessary paperwork. 

15. Manage all reservations for Community Events for staff and board members. 

16. Provide briefing of mail items to Superintendent. 

     a. Screen departmental mail for appropriate cover memo and supporting documentation; obtain Superintendent's signature when needed. 

17. Route and/or prepare State Board of Education and Regional Office forms for completion; maintain record of signed documents.

     a. Assist in obtaining/maintaining necessary certifications for State of Illinois through contact with Illinois State Board of Education (ISBE) and Regional Office of Education (ROE). 

     b. Responsible for Superintendent's approval of electronic reporting through ISBE Web Application Security (IWAS). 

18. Work with Regional Superintendent and Staff to complete the Technical Assistance Visit every three years as required to maintain District recognition by ISBE. 

19. Work with Communications Department to update the Superintendent web page information. 

20. Monitor and direct all dialogue for Let's Talk web-based communications tool, by either responding or redirecting. 

21. Attend meetings with Superintendent, including Board of Education meetings, strategic planning, community forums, etc. 

22. Acts as lead for the Cabinet Support Team (Executive Assistants who report to Cabinet members). Hold regular staff meetings with the Cabinet Support Team. 

23. Manage and monitor Superintendent and Board Budget. 

MINIMUM QUALIFICATIONS: High school diploma, some college level training, and previous experience as an administrative assistant. Supervisory experience preferred. 

KNOWLEDGE, SKILLS AND ABILITIES: 

1. Ability to demonstrate qualities aligned to our core values of Character, Communication, Collaboration and Continuous Improvement. 

2. Possess strong knowledge of all school district functions, policy and procedures. 

3. Effective oral and written communication skills. 

4. Ability to anticipate problems and work through solutions. 

5. High capability of being discreet and confidential as a participant in executive planning meetings. 

6. Must be able to handle pressure to articulate effectively with stakeholders. 

7. Excellent computer and key-boarding skills, including Microsoft Office programs and Google. 

LENGTH OF WORK: 12 months.