Board Clerk

QUALIFICATIONS:

Knowledge of Idaho school district operations, Board of Trustees procedures, public records requirements, and applicable state and federal regulations. Experience with human resources, payroll, employee contracts, benefits, personnel records, and general office administration is desirable. Strong organizational skills and the ability to manage multiple responsibilities and deadlines are essential. Excellent written and oral communication skills are required. Proficiency with Microsoft Office, Google Workspace, email, spreadsheets, document management systems, and other office technology is required.

This position interacts with Board members, district employees, administrators, parents, community members, government agencies, and the public on behalf of the Kimberly School District. A professional appearance, positive attitude, discretion, and ability to maintain confidentiality are essential. The ability to exercise sound judgment and work independently is required.

PRIMARY RESPONSIBILITY TO:

Board of Trustees

SECONDARY RESPONSIBILITY TO:

Superintendent of Schools

JOB GOAL:

The Board Clerk is responsible for supporting the Board of Trustees and Superintendent in the efficient operation of the Kimberly School District. The Board Clerk shall maintain the official records of the Board, coordinate Board meetings and related activities, assist with compliance requirements, and provide administrative support for human resources, payroll, personnel, and other district office functions. Under the general direction of the Board of Trustees and Superintendent, the Board Clerk shall carry out the following performance tasks:

  • Act ethically and confidentially in all aspects of employment.
  • Schedule and attend regular, special, and other Board meetings as required.
  • Prepare and maintain accurate minutes and the official record of Board proceedings.
  • Prepare, organize, and distribute Board agendas, meeting packets, and supporting materials.
  • Coordinate with the Superintendent and Board Chair in preparing Board meeting agendas and materials.
  • Maintain official Board records, documents, policies, resolutions, contracts, and other Board actions.
  • Maintain accurate and organized electronic and physical records in accordance with district procedures and applicable records-retention requirements.
  • Post Board meeting notices, agendas, minutes, and other required information.
  • Notify Board members of meetings, schedule changes, and other Board-related activities.
  • Assist with the preparation and organization of Board workshops, hearings, retreats, elections, and other Board activities.
  • Assist with the annual organization of the Board and maintain current Board membership information.
  • Assist with the preparation and maintenance of Board policies and other official Board documents.
  • Assist the Board and Superintendent with compliance with Idaho Open Meeting Law and applicable public records requirements.
  • Respond to public requests for Board records and coordinate public records requests with the Superintendent and appropriate district personnel.
  • Make preparations and maintain records associated with district elections as directed.
  • Serve as a point of contact for Board members, district employees, administrators, parents, community members, and the public regarding Board and district office matters.
  • Assist with the preparation, distribution, and maintenance of employee contracts and personnel documents.
  • Assist with employee onboarding, personnel changes, benefits, and other human resource functions.
  • Maintain accurate personnel records and required employment documentation.
  • Assist with payroll preparation and processing in coordination with the Business Manager and appropriate district personnel.
  • Assist with employee leave records, benefit information, and other personnel-related records.
  • Assist with required state and federal personnel reports and compliance documentation.
  • Coordinate with administrators and district office personnel to ensure personnel information and required documentation are accurate and current.
  • Prepare correspondence, reports, forms, spreadsheets, and other documents as requested by the Board or Superintendent.
  • Assist with district communications, website information, and other public information as directed.
  • Maintain organized files and records for the Superintendent and Board of Trustees.
  • Assist with district audits, reviews, reporting requirements, and other administrative projects as assigned.
  • Assist with other duties of the District Office as needed.
  • Perform other duties as assigned.

TERMS OF EMPLOYMENT:

The employment relationship is considered “at will.” This means the individual or district is able to terminate the employment relationship at any time.

The position is considered full-time classified management, salaried, 12 months per year. The salary is set commensurate with experience and with annual job performance. This job is subject to all rules and regulations of the school district as well as the Classified Employee Handbook.

EVALUATION:

Performance of this position will be evaluated annually by the Superintendent of Schools.