Administrative Assistant​/Receptionist – Office

Administrative Assistant / Receptionist – Central Office

Date Posted: 4/22/2026

Location:

Districtwide

Administrative Assistant / Receptionist – Central Office

Position

Description:

This position serves as the Administrative Assistant and primary Receptionist for the Central Office of the Portsmouth School Department. The core function of this role is to provide dedicated administrative support to the Assistant Superintendent and the Business Administrator/Business Office while serving as the primary point of contact and hospitality lead for all visitors to the Central Office.

Reports directly to the Assistant Superintendent.

• Initial Point of Contact:
  Serves as the first point of contact for all visitors to the Central Office; greets, screens, and directs guests to the appropriate personnel or department.
• Communications Management:
  Screens incoming phone calls and messages, redirects inquiries, and handles sales solicitations.
• Mail & Deliveries:
  Receives, sorts, and distributes all daily mail, packages, and special deliveries.
• Environment Management:
  Maintains an organized and professional front-office environment.
• Facility Coordination:
  Manages the availability and scheduling for the two central office conference rooms.

• Executive Support:
  Provides comprehensive administrative support specifically to the Assistant Superintendent and Business Administrator.
• Scheduling:
  Assists both administrators with calendaring, meeting scheduling, and professional development arrangements, including registration and travel.
• Document Management:
  Organizes and maintains document files, facilitates the annual School Department Calendar, and coordinates ongoing document retention and archiving efforts.
• Correspondence:
  Supports all internal and external correspondence efforts as directed.
• Financial & Payroll Support:
  Assists with routine payroll preparation and acts as a liaison with City Payroll for Central Office staff; prepares purchasing requisitions as needed.
• Special Projects:
  Assists with high-level annual projects, including the assembly of Budget Binders, the Proposed Budget & Performance Measures website, and the coordination of district/board retreats.

• Information Liaison:
  Disseminates and collects district-wide information as directed.
• Digital Maintenance:
  Assists with the ongoing maintenance of the School Department website and manages the Parent Square "flyer folder" for approved distributions.
• Job Postings/Recruitment Workflow:
  Activates job postings for positions in the district, makes interview appointments, and notifies HR of changes to job status for new & existing employees.
• Homeschool Coordination:
  Issues letters to homeschool families and maintains the associated working lists and documentation.
• Strategic Office Support:
  Serves as secondary support to the Superintendent's Office, providing backup to ensure the preparation and completion of School Board meeting materials.
• Inventory Control:
  Manages office inventory, including the procurement and organization of supplies, equipment, and furniture.
• Supports the Assistant Superintendent with the preparation and production of Policy Committee meeting materials.

• Interpersonal Relationships:
  Maintains professional and cooperative relationships with all levels of management and the public to foster a positive environment.
• Communication & Diplomacy:
  Demonstrates an excellent ability to listen and communicate effectively while handling sensitive issues with tact, diplomacy, and confidentiality.
• Critical Thinking:
  Uses logic to evaluate complex situations and identify appropriate solutions or approaches.
• Detail & Organization:
  Prioritizes the completion of work using sound time-management methodology within a busy office environment.
• Technical Proficiency:
  Utilizes word processing, spreadsheet, and related software with speed and accuracy.
• Financial Literacy:
  Ability to perform arithmetic and statistical applications necessary for financial transactions and budgeting tasks.
• Environment:
  Office environment; experiences frequent…