Administrative Assistant to Superintendent

Position: Administrative Assistant to the Superintendent
Location: Itasca

ITASCA ISD

Job Description:

Administrative Secretary

Job Title:

Administrative Secretary

Duty Days:

226

Reports:

Superintendent/

Pay Grade:

7

Dept/School:

Central Administration

Pay

Schedule:

Clerical/Parprof/Aux

Wage/Hour:

Non-Exempt

Date Revised:

April, 2026

Primary Purpose

Under general supervision, organize and manage the routine office activities of an administrative department and provide clerical services to the department head and other staff members. The position is also under general supervision, supporting Human Resources for the district and ensuring efficient operation of the district administrative office.

Qualifications

Education/Certification

Special Knowledge/Skills

* Advanced knowledge of Google Workspace, Microsoft Word, and Excel, and file maintenance skills

* Excellent and highly effective organizational, communication, interpersonal skills and math skills

* Knowledge of accounting principles, purchasing procedures, and invoicing.

* Knowledge of Boardbook, Ascender, and TEAL (Texas Education Agency Login) is a plus.

* Demonstrate proficiency in handling matters of highly confidential nature.

* Must possess personal qualities related to respect for the rights and confidentiality of others.

* Exceptional public relations, interpersonal, and communication skills; ability to interact professionally with campus leadership, the school board, and the public.

* Operational Excellence:
Ability to make independent decisions regarding planning and organizing; ability to multi-task numerous complex administrative and financial activities.

* Confidentiality:
Demonstrated ability to maintain strict confidentiality regarding sensitive district and personnel information

Experience

3 years secretarial experience, preferably in a public education setting; one-year clerical experience

Major Responsibilities:

Executive Support & Board Relations

* Organize, prepare, and post official board agendas and records using Boardbook; distribute materials to board members as required.

* Record and transcribe minutes for Executive Staff and Board of Trustees meetings.

* Schedule appointments and maintain the Superintendent's complex calendar.

* Coordinate travel arrangements and conference registrations for Board members and administrators.

Financial Leadership & Accounts Payable

* Oversee daily operations of the accounts payable department and ensure timely processing of all payments.

* Maintain accurate records of accounts owed, monitor account balances, and authorize payment of invoices.

* Review department payables for accuracy, including travel reports and food service orders.

* Assist in processing bids and purchase orders; verify available funds and authorizations before purchases are finalized.

* Detect and resolve discrepancies with incorrect orders, invoices, and shipments; contact vendors as needed.

Administrative Operations & Supervision

* Prepare correspondence, forms, manuals, and reports for the Superintendent and CFO using personal computer applications.

* Compile, maintain, and file all reports, records, and other documents required, including auditable records.

* Greet visitors and answer incoming calls with a strong customer service attitude.

Records, Reports, and Correspondence:

* Prepare written correspondence, forms, schedules, reports, board books, etc. for assigned leadership with personal computer.

* Maintain department calendar of events.

* Schedule meetings and appointments and maintain calendar for assigned leadership.

* Compile pertinent data as needed for preparing various federal, state and local reports.

* Receive and greet staff, parents, visitors, board members, stakeholders and applicants.

* Receive incoming calls, take reliable messages, and route to appropriate staff.

* Sort, distribute, or deliver mail and other documents or other correspondence.

Human Resources Support:

* Audit and maintain certification and licensing information of certified or licensed professional, paraprofessionals, and auxiliary employees.

* Process teacher applicants and verify certification with the Texas State Board of Educator Certification (SBEC), universities, colleges, and education agencies in Texas.

* Assist principals and director of human…