Administrative Assistant to Superintendent

Administrative Assistant to the Superintendent

Starting Date: Jul 1, 2026

Minimum Qualifications:

• High School Diploma or General Education Diploma (GED)
• Works well with minimal supervision
• Able to effectively and efficiently prioritize and complete multiple tasks simultaneously with attention to detail
• Able to communicate clearly and concisely, both orally and in writing
• Friendly and professional attitude and discretion in matters relating to students, parents, staff members, and office business matters
• Works well with others
• Computer skills necessary, including Microsoft Office and Google Suite
• Adept at learning and using other related software and web‑based programs

Preferred Qualifications:

• Previous experience in a school district office setting

Accountable To:

• Superintendent, Assistant Superintendent

Primary Objective:

• Assist Directors, Assistant Superintendent, and Superintendent by performing administrative assistant/clerical duties and acting as a liaison between the District Office, parents, staff, community members, and the school board, with an awareness of all district requirements and Board of Education policies.

Evaluation: Per the Classified Handbook.

• Assist with the efficient operation of the District office to best meet the needs of students, staff members, and the public.
• Prepare business correspondence and communications to the school staff.
• Communicate district information in a highly diplomatic manner, both verbally and in writing.
• Monitor and maintain the Superintendent's incoming phone calls, mail, and calendar.
• Prepare and send out legal notices regarding bids, budgets, etc.
• Communicate with state school officials as necessary.
• Prepare and submit the annual district calendar to the ISBE.
• Update the District website as needed to maintain the most current information available to parents and the community.
• Maintain official district documents.
• Prepare and coordinate seniority gifts for eligible employees and Board members.
• Coordinate first day and last day of school events.
• Update the Parent/Student Handbook and Administrators’ Manual annually or as needed.
• Assist with CRDC reporting and regional office of education compliance visits.
• Collect and distribute press releases concerning all district activities.
• Coordinate district office meetings.
• Update emergency calling list, PTA, and MEF officer listings.
• Make reservations and secure necessary supplies and materials for Board and office meetings.
• Perform all other duties as requested.

• Act as the FOIA Officer for the district.
• Act as Recording Secretary to the Board of Education.
• Prepare purchase orders and payment requests for all Board and Superintendent purchases.
• Track and reconcile all Board and Superintendent expenses by account.
• Prepare correspondence to the Board, as necessary.
• Prepare Board agendas, Information, and Action Reports and email all Board‑related reports to appropriate recipients for each scheduled meeting.
• Record school Board meeting minutes.
• Schedule all Board meetings and send appropriate notices.
• Assemble information and distribute weekly Board Briefs.
• Maintain the master copy of the Board Policy Manual.
• Make Board‑approved changes to the Board Policy Manual and send revisions to all administrators.
• Review Board Policies with the Superintendent quarterly.

• Prepare administrative contracts.
• Process and correspond with administrative applicants, as necessary.
• Track and reconcile all District employee evaluations.
• Enter evaluation information for staff in ELIS.
• Maintain staff attendance records for the District Office.
• Post and maintain job vacancies within the District and IASA Job Bank.
• Maintain the Seniority List for certified staff and classified staff.
• Maintain the Job Description Manual for all personnel.

Requirements:

• Bending, carrying, climbing, lifting, pushing, pulling, reaching, sitting, standing, and walking.
• Must be able to occasionally lift, move, or push items of 30 lbs.

Working Conditions:

• Includes extremes of temperature and humidity.
• Hazards include stairs and communicable diseases.

Terms of Employment:

• 244 working days, 8.0 hours per day.
• 16 paid holidays.
• 260 total paid days.
• Confidential (Non‑bargaining) Employee.
• Per MTA Contract.

Benefits:

• Per MTA Contract.

FLSA Status: Hourly/Exempt.

Position Type: Full‑Time.

Salary: $57,000 to $64,000 Per Year.