Position Type:
Legal Services
Date Posted:
8/2/2023
Location:
Oklahoma City Epic Administration office
Job Title: Board Clerk
Department: Legal Services
Reports To: Deputy Superintendent of Legal Services
Compensation: $50,000 – $60,000
TRS Classification: Non-classified
Summary:
Performs all administrative support duties required for this position for the Executive Director of Legal Services. This position requires knowledge of district procedures and policies, the ability to assume responsibility, work effectively and independently under pressure and maintain confidentiality.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
BOARD MEETING RESPONSIBILITIES
- Schedule board meetings for the year and update Oklahoma and Tulsa County Clerks and Oklahoma Secretary of State
- Schedule board meetings, prep meetings (2/month), committee meetings; notify participants through Google Calendar
- Attend board prep meetings
- Attend committee meetings, if asked
- Create monthly board meeting agenda, share with staff, add items, as requested
- Schedule Board Meeting Deadlines, Inform Epic Staff through Email and Google Calendar
- Correspond with Board Members on a regular basis through email and text to keep them updated about board items, committee meetings, Epic events, ensuring a quorum, etc
- Work with Epic staff to make sure all agenda items are added to the agenda and documents are sent to me
- Change meeting dates, if necessary; reschedule board room, notify board members and staff, send meeting notices to Oklahoma and Tulsa County Clerk and Oklahoma Secretary of State
- Upload all board documents into Dropbox
- Upload all board documents to SVCSB Epicenter
- Prepare for board meeting – post agenda, make sure agenda is posted to website,
- Charge iPads, prepare sign-in and public comment sheets, copies of agenda
- Prepare room for Executive Session, if necessary
- Attend board meeting, take minutes, monitor votes
- Ensure all board documents are signed by Board Chair
- After board meeting, scan all signed documents, update the documents in Dropbox
- Write board meeting minutes
- Write Executive Session minutes
- Upload approved minutes to SVCSB Epicenter
- Send approved minutes and financial reports to Communications for updating website
- Gather/print all documents and place hard copies in “Board Book”
BOARD MEMBER RESPONSIBILITIES
- Ensure email accounts are set up for board members
- Ensure OPSRC accounts are set up for board members (for training)
- Keep track of board member meeting attendance
- Provide each board member with a board member manual, update as needed
- Schedule board members for conferences, when needed
- Assist with board member mileage reimbursement, when needed
- Determine training needs for board members, advise board members of training requirements and make sure training is completed, keep track of completed training, update training spreadsheet. Make sure SDE is up-to-date on completed training
- Schedule interviews for potential board members with Superintendent and all board members, provide all with applications and resumes
- Complete background check paperwork
- Ensure Annual Conflict of Interest and other board member agreements are signed
- Orientation of new board members
- Work with Deputy Superintendent of Legal Services regarding board issues
BOARD MEMBER ORIENTATION
- Provide with Board Member Notebook
- Update Epicenter
- Update SDE Annual School Board Membership Report
- Update Epic Website
- Tour of Epic’s 50 Penn Offices
- Explain Board Member Training
- Complete Board Member Agreements
- Carver Governance Training
STATE DEPARTMENT OF EDUCATION RESPONSIBILITIES
- Annual School Board Membership Report, update report with every change and send to State Dept. of Education
SVCSB RESPONSIBILITIES
- Keep updated board roster
- Update SVCSB with all board member changes
- Update miscellaneous board reports
BOARD REQUIREMENTS – MISCELLANEOUS
- Keep up with board reports – Bylaws, Governance Manual, etc.
- Assist with special projects such as Accreditation, Consolidation, IRS Audits, research board software
- Train on Assemble Meetings software; train Epic personnel on Assemble Meetings
- Ensure all archived board documents are moved from Dropbox to Google Drive or Assemble Meetings
- Perform the above and other related duties consistent with the scope and intent of the position with strict confidentiality.
- Perform related duties as assigned by the Deputy Superintendent of Legal Services.
Supervisory Responsibilities:
- No supervisory responsibilities for this role.
Education and/or Experience
- Bachelor’s Degree preferred. Qualifying, successful experience may substitute for educational requirements.
- Five years working in a central office environment and school district experience preferred.
- Experience in administrative support required. Executive-level experience preferred.
Qualifications
- Demonstrated aptitude and ability for successful performance of the Essential Functions listed.
- Outstanding skill using technology, Google and Microsoft Office suites appropriately and efficiently.
- Exhibits listening, patience, caring, and empathy when relating to staff and the community.
- Skills in effective oral and written communication with a high degree of accuracy.
- Skills to organize ideas, time, materials, and space with attention to detail to accomplish goals and meet deadlines.
- Ability to maintain strict confidentiality.
- Ability in taking and preparing minutes.
- Ability to work both independently and cooperatively, exercise judgment and creativity, and willingness to work with others as a team.
- Ability to work effectively under pressure from the public, workload, and employees.
- Ability to work extended hours for attendance at evening district and board meetings.
- Passionate commitment to the mission of school choice
Language Skills
Ability to read, analyze, and interpret internal communications, financial reports, and legal documents. Ability to respond to common inquiries or complaints from families or members of the business community. Ability to communicate effectively with students, families, and coworkers, both verbally and in writing. Excellent writing skills are required.
Mathematical Skills
Basic math skills required
Reasoning Ability
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Computer Skills
To perform this job successfully, an individual should have computer proficiency in Windows, Microsoft Office, and Google Suite. Must have a high aptitude to learn new software as necessary for the business Legal Services of the school.
Certificates, Licenses, Registrations
- Current driver’s license and valid car insurance
Other Qualifications
- Must be able to pass a state-mandated background check after a conditional offer of employment is made
- Must have favorable employment references
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 regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms. The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
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.
This position reports to the OKC Epic Administration office. The noise level is quiet to moderately loud (when students are present.)