Administrative Assistant - Superintendent

Job Title

Administrative Assistant – Superintendent

It is the responsibility of this position to be the administrative assistant to the Superintendent and to provide administrative support to the Board of Education.

• Prepare, compile and distribute documentation for the Board of Education and Superintendent following standard procedures as to composition and arrangement (i.e. letters, memoranda, records, policies, contracts, requisitions, etc.).
• Process confidential material in an appropriate manner, including but not limited to preparing, processing, filing securely, and maintaining the confidentiality of those materials at all times.
• Provide the Board of Education the following services:
  Compile information from Closed Session Minutes for the semi-annual review, facilitate registrations for attendance at professional conferences, maintain official Minute Books, serve as Recording Administrative Assistant at all meetings.
• Serve as the Administrative Assistant to the Superintendent, including but not limited to the following: maintain appointment calendar; receive and open mail; take and respond to phone calls/messages and emails; develop and maintain professional relationships with district and school administration, faculty, staff, stakeholders and community; assemble related file material for Superintendent action, etc.
• Provide a wide variety of complex and confidential administrative and secretarial support required in the planning, implementing, directing, and maintaining of District files (paper and electronic) and programs.
• Prepare documents and correspondence as needed and directed by the Superintendent.
• Represents the Office of the Superintendent in the Superintendent's absence for matters that require immediate attention and in a professional manner.
• Responds to a variety of calls, visitors/visits, emails, correspondence, concerns, and complaints in order to resolve problems, provide information, and/or refer to appropriate school/district personnel.
• Analyze inquiries and requests for information and provide recommendations for action to the Superintendent.
• Serve as recorder at meetings throughout the year, daytime and evening, as requested and assigned.
• Attend public hearings and work sessions as needed and directed by the Superintendent.
• Research topics and compiles data for reports, projects, recommendations, Board policies, etc. as needed and directed by the Superintendent.
• Oversee and maintain responses / requirements for FOIA, and serve as backup to the FOIA Officer.
• Maintain the annual school district calendar.
• Process Board packets and resulting materials via Board Book.
• Issue Gold Cards to the community.
• Serve as Notary.
• Order supplies as needed.
• Maintain closed session recordings.
• Coordinate Drivers' Education waivers and E-Learning applications in accordance with school code.
• Maintain reservations for the Community Room.
• Perform other duties as assigned by the Superintendent to ensure the efficient, effective, productive functioning of the Superintendent's Office.

• None

• High School Diploma or its equivalent
• Previous administrative assistant experience in public or private settings preferred
• Previous clerical experience required
• Proficiency with Microsoft Word and Excel; and proven ability to learn and utilize at a high level new software and technologies
• Bilingual in English and Spanish preferred, but not required
• Must be able to perform all of the duties and responsibilities of the position
• Ability to communicate effectively and accurately, both orally and in writing, in English
• Ability to establish and maintain effective working relationships with internal and external constituents/district stakeholders, and Board of Education members
• Ability to work independently with little to no direction, stay on task, multi-task, and take responsibility to complete assigned projects and duties in a timely and efficient manner
• Superior level of confidentiality

This position offers a starting salary range of $80,000 to $90,000, with the final salary based on experience and qualifications. Pay scale and benefit…