District Office Administrative Assistant FY2526_106

Position Title: District Office Administrative Assistant

Reports To:    Superintendent

Class:             Classified / Non-Exempt /Full Time 12 Months

Location:        District Office

Minimum Qualifications: HS Diploma

Classified/PERS

Belgrade School District Benefits

Health, Dental, Vision plans and District contribution

Life Insurance, and Long-Term Disability Insurance District Paid

State retirement package becomes fully vested after five years

403B matching funds up to 1.25% of Annual Salary

Eligibility for Public Service Student Loan Forgiveness

Employee Assistance Programs (EAP’s)

Paid Leave and Paid Holidays

For more information, please visit https://www.bsd44.org/departments/human-resources/benefits

Position Overview: 
The District Office Administrative Assistant provides administrative and organizational support to the Superintendent, Assistant Superintendent and Finance Director. This position requires exceptional judgment, discretion, communication skills, confidentiality, and the ability to anticipate and address the needs of the Superintendent’s office.

Essential Duties and Responsibilities: 
The duties listed below are representative of the general nature and scope of work performed in this position. Other related duties may be assigned.

Administrative and Office Management:

• Provide administrative support to the Superintendent's office and assist with internal processes and communication.
  Provide support such as drafting, proofreading, and editing of correspondence, reports, and communications for supervisor
• Provide support such as drafting, proofreading, and editing of correspondence, reports, and communications for supervisor review.
• Receive, screen, and prioritize calls, emails, visitors, and mail; respond to inquiries or refer to the appropriate staff/department.
• Prepare and maintain digital and physical records.
• Follow district purchasing procedures for the procurement of supplies, equipment, and printing maintenance services,
  to ensure the department is adequately provided for in those areas.
• Follow district financial procedures for managing office budgets, requisitions, purchase orders, and credit card transactions.
• Coordinate projects, meetings, special events, and communications across departments and with external partners.
• Provide assistance with meeting logistics, including scheduling and calendar management, as directed.
• Provide guidance and coordination to other clerical and administrative staff as assigned.

Meetings and Communication:

• Under the direction of the Clerk, prepare agendas and record/distribute accurate minutes (including Board, leadership, and committee meetings).
• Compile and summarize background data for Superintendent’s office use.
• Prepare agendas for internal meetings, take, and distribute summary notes, and track action items.
• Support district communication efforts in coordination with communications staff.

Qualifications & Skills:
MINIMUM REQUIRED EDUCATION AND EXPERIENCE:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in business, communications, or related field preferred.
• Minimum of three (3) years of progressively responsible administrative assistant/office management experience, preferably in education or public sector administration.
• Experience with Board relations, public communications, and budget/financial recordkeeping preferred.

KNOWLEDGE SKILLS AND ABILITIES:

•  Knowledge of modern office practices, record management, meeting protocols, and district procedures.
•  Strong proficiency in Microsoft Office, Google Suite, and ability to design professional documents/presentations.
•  Ability to maintain strict confidentiality and exercise sound judgment and diplomacy.
•  Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and adapt to interruptions.
• Excellent written and verbal communication skills, with attention to detail, grammar, and formatting.
•  Ability to build and maintain positive, professional relationships with staff, trustees, parents, students, and community partners.

Physical Demands and Work Environment:

• Work is primarily performed in an office setting with frequent interruptions, deadlines, and multiple demands.
• The employee must be able to sit, walk, and stand for extended periods; lift up to 20 pounds; and perform repetitive hand/wrist motions.
• Vision and hearing sufficient to perform the essential functions of the position are required.
• Occasional evening or weekend work may be required for Board meetings or district events.

Salary : $20 - $23