SECTION 210:1-1-5. Administrative office

  The State Board Administrative Office consists of the Chief Executive Secretary to the Board who also serves the State Board of Vocational and Technical Education and who is appointed by the State Board of Education, but is not an official voting member of either Board [70-3-104 & 34]; the Administrative Assistant; and the Secretary.

(1)   Duties of the Chief Executive Secretary. Under the direction of the Board's Executive Officer, the Chief Executive Secretary performs duties for the Board in carrying out its legal functions as follows:

(A)   collects copies of materials to be discussed at ensuing meetings and distributes same to Board members in advance;

(B)   prepares agendas, reports, resolutions, and other backup information for Board meetings and hearings, and makes all other necessary meeting arrangements;

(C)   is responsible for all correspondence; mailouts to board members, such as electronic mail, legislative update, and board agenda materials; transcriptions and certification of minutes; monitoring teacher hearing procedures and maintaining hearing records; and for keeping an accurate record of the proceedings of Board meetings and hearings [25-312 & 436];

(D)   files a schedule of Board meetings in advance with the office of the Secretary of State; gives written notice, displays a public notice and agenda of all Board meetings showing date, time, and place [25-311.1 & 435.1];

(E)   publishes all rules and regulations with any proposed amendments or additions which are filed with the Governor, State Librarian and Archivist, President Pro Tempore of the Senate, and the Speaker of the House;

(F)   supervises the maintenance of all files of the State Board including Tax-sheltered Annuity Contracts, Minutes, Certified Copies of Policies, Rules, and Regulations, Teacher Hearing Records, Tapes, etc.;

(G)   gives new-member orientation to all new Board members;

(H)   supervises office personnel in the Board Administrative Office, establishing office procedures;

(I)   is responsible for the Seal of the State Board to attest and affix the Seal on all contracts, resolutions, and other important legal documents.

(J)   prepares the minutes and other board records for transfer to the State Archives and State Records Center.

(K)   maintains biographical sketches of Board members and keeps Board member pictures current in boardroom display;

(L)   makes travel arrangements for Board members and prepares and notarizes travel claims;

(M)   provides technical assistance and training for local boards and their staff and other organizations on Board procedures;

(N)   serves as liaison with National Association of State Boards of Education (NASBE);

(O)   monitors the teacher due process hearing procedures, as required by law;

(P)   prepares an annual report on teacher hearing cases, including dispositions, and costs;

(Q)   notifies the Governor in the event the Board grants approval for a local school district to change its status from dependent to independent; and

(R)   performs all other duties pertaining to this office as the Board or the Executive Officer directs.

(2)   Duties of the Administrative Assistant. Assists the Chief Executive Secretary in:

(A)   preparing agendas, agenda books, agenda materials prior to the meetings, then files agenda materials following the meetings;

(B)   preparing legal rules and regulations, listing and filing in proper places and with proper authorities;

(C)   writing draft of Board minutes and reporting Board business;

(D)   composing correspondence and assisting in the development of publications and reports;

(E)   monitoring and up-dating office procedures manual and legal datelines;

(F)   coordinating due process hearing arrangements;

(G)   making technical adjustments for Board meetings;

(H)   opening and directing mail;

(I)   obtaining reservations for Board members and staff;

(J)   assisting the Secretary in duties of that position as time schedules and workload demands.

(3)   Duties of the Secretary. Provides for the Board's Administrative Office:

(A)   compilation of agenda books and materials, and mailing agenda packets;

(B)   technical preparation of rules and regulations;

(C)   drafting and typing of minutes, and typing manuscripts, notices, and correspondence;

(D)   distribution of minutes of meetings and maintaining updated minute lists and labels;

(E)   posting of agenda and meeting notices and issuing reservation notices for parking;

(F)   creating and compiling due process hearing files;

(G)   pick-up and delivery of mail;

(H)   processing of requisitions, supplies, travel claims, and tax-sheltered annuities;

(I)   professional receptionist and clerical assistance;

(J)   assisting the Administrative Assistant in duties of that position as time schedules and workload demands.