Confidential​/Executive Assistant to Superintendent​/Human Resources Specialist

Confidential / Executive Assistant to the Superintendent / Human Resources Specialist

• Position Type: Secretarial/Clerical/ Executive Assistant to the Superintendent
• Date Posted: 1/27/2026
• Location: Ross School District Office
• Date Available: 03/02/2026
• Closing Date: 02/24/2026

The Executive Assistant to the Superintendent/Human Resources Specialist is a confidential position. The Executive Assistant to the Superintendent/Human Resources Specialist performs a wide array of complex projects, tasks and responsibilities that support the leadership of the District. Under the direction of the Superintendent and/or Chief Business Official, the Executive Assistant to the Superintendent maintains positive internal and external public relations with regular contact with school personnel, parents and community members.

This job classification requires an extensive and thorough knowledge and interpretation of District policies, procedures, programs and requirements. The Executive Assistant to the Superintendent function includes the oversight of the efficient operation of the District Office in order to ensure ongoing development and implementation of effective and efficient processes procedures to ensure a strong service orientation to the community, governance support to the Board of Trustees, and day to day logistics across various departments.

• Provides a positive, pleasant, supportive reception to the public
• Analyzes and draws conclusions on procedural matters pertaining to the smooth functioning of the district or department, without immediate supervision
• Coordinates the preparation of Board agendas and related materials
• Prepares all necessary materials for Board meetings, assembles and distributes Board agenda and maintain official records of the Board
• Attends Board meetings, taking notes of business transactions and prepare minutes for distribution
• Serves as a District liaison for local agencies, i.e. fire, police
• Responds to requests for information concerning the District from parents and the community
• Assists the Superintendent with liaison duties pertaining to parent/teacher associations, committees and foundations
• Coordinates meetings with school site staff
• Maintains up-to-date District phone and mailing lists
• Maintains and monitors the Superintendent's calendar
• Conducts research on issues pertaining to the District
• Maintains a program of personal development
• Serves as telephone and e-mail liaison for the Board
• Types and distributes administrative agendas and meeting minutes
• Composes and types various documents such as legal documents, reports and correspondence
• Transcribes notes for administrative personnel
• Compiles and writes reports in accordance with written or oral instructions
• Maintains board and other related budgets and expenditure records
• Coordinates meetings for Board Committees
• Maintains special confidential correspondence and administrative files
• Maintains personnel records for the District
• Maintains job description development and revision in accordance with Education Code, district policy and bargaining unit contracts
• Answers questions and complaints on behalf of the Superintendent or other District administrator
• Supports positive public relations for the District in support of the Administration
• Maintains and updates District board policies and administrative regulations
• Coordinate and support the recruitment, screening, and hiring of classified and certificated employees.
• Post job openings, manage applicant tracking systems, and organize interviews.
• Ensure hiring processes comply with district policies and legal requirements.
• Facilitate new hire orientation, including benefits enrollment, credential verification, and district policies.
• Ensure completion of required background checks, TB tests, and I-9 documentation.
• Monitor and maintain records of teaching credentials, permits, and certifications.
• Ensure certificated staff meet California Commission on Teacher Credentialing (CTC) requirements.
• Maintain accurate and confidential personnel files (physical and/or digital).
• Track employment history, evaluations, assignments, leaves, and salary data.
• Assist in preparing materials for negotiations with employee associations or unions.
• Interpret collective bargaining agreements and ensure contract compliance in HR practices.
• Compile and submit required HR reports to state or federal agencies (e.g., CBEDS, CALPADS)
• Respond to requests for information from auditors, legal teams, and oversight bodies.
• Monitor timelines for staff evaluations and ensure proper documentation.
• Support administrators and supervisors with evaluation tools and procedures.
• Help develop, update, and communicate district HR policies and procedures.
• Ensure compliance with district, state, and federal laws.
• Provide guidance to employees and supervisors on HR-related questions and conflicts.
• Assist with investigations into employee complaints or misconduct.
• Coordinate or track mandatory training (e.g., mandated…