Administrative Assistant to the Superintendent

Reports to: Superintendent

Status: Nonexempt

Primary Purpose:

Ensure the efficient operation of the superintendent’s office and provide clerical services to

the superintendent. Work under general supervision and direct the work

of clerical employees assigned. Handle confidential information and frequent contact with all

levels of district employees, outside agencies, and the general public. The Administrative Assistant to

Superintendent must be flexible, have excellent interpersonal skills, and

the ability to work well with all school district personnel, members of the community and

outside vendors and clients.

Qualifications:

Education/Certification:

Bachelor's Degree

Commissioned as a Notary Public for the State of Texas preferred; eligibility to obtain

commission required

Special Knowledge/Skills:

Proficient keyboarding, word processing, and file maintenance skills

Knowledge of school district organization, operations, and administrative policies strongly

preferred

Excellent organization, communication, and interpersonal skills

Ability to use personal computer software to develop spreadsheets, databases, and word

processing

Experience:

Three years or more advanced secretarial experience with extensive contact with people

Prior experience in executive office of public school campus, district, or another entity

required

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare and post official board agenda and records.

2. Attend all meetings of the Board of Trustees and record minutes of all proceedings.

3. Attend community events, as required

4. Collect, organize, copy, and bind all materials for board meetings; distribute to board

members.

5. Prepare all correspondence, memoranda, and reports for superintendent.

6. Compile information and prepare reports as needed.

7. Distribute board materials to administrators, and media as required by policy and statute.

8. Prepare purchase orders and payment authorizations.

Reception and Phones

9. Schedule appointments and maintain superintendent’s calendar.

10. Greet visitors and respond to routine inquiries from staff and public; refer appropriate

inquiries or problems to superintendent/designee.

11. Answer incoming calls and handle questions from public, outside agencies, board of trustees,

and staff.

Human Resources

12 . Assist with human resources functions, such as paperwork and processing for substitutes and employees (onboarding, offboarding)

13. Organize and file folders, supplies, etc.

Other

14. Performs highly responsible administrative secretarial/clerical and operational support

activities; assists in arranging and coordinating department assignments and activities.

15. Organize and manage routine work activities of the Superintendent’s office.

16. Maintain physical and computerized files, including board minutes and closed session

records.

17. Assist with travel arrangements for board members and administrators as needed, including

making hotel reservations, submitting conference registration forms, and obtaining

reimbursements for travel expenses.

18. Review and distribute mail for the Superintendent and Board of Trustees.

19. Maintain confidentiality of information.

20. Perform other duties as assigned.

Supervisory Responsibilities:

None

Equipment Used:

Personal computer, printer, copier, and fax machine.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Work with frequent interruptions, maintain emotional control under stress. Lift at least 15 lbs. Repetitive hand

motions; prolonged use of computer. Occasional prolonged and irregular hours.