Administrative Assistant, Superintendent

Primary Purpose:

Work under minimum supervision to ensure the efficient and effective operation of the superintendent’s office and provide high-level administrative support to the superintendent and Board of Trustees. Handle confidential information and serve as a liaison between the superintendent, board members, district staff, outside agencies, and the general public. Coordinate board governance processes, respond to inquiries, direct visitors, and provide administrative and clerical support to ensure the efficient operation of the central administration office.

Qualifications:

Education/Certification

• High school diploma or GED

Special Knowledge/Skills

• Knowledge of school district organization, operations, and administrative policies
• Ability to read and comprehend instructions, short correspondence, and memos
• Ability to make independent decisions regarding planning, organizing, and scheduling
• Excellent public relations, organization, communication, and interpersonal skills
• Ability to use software to develop spreadsheets, perform data analysis, and do word processing
• Ability to operate multi-line phone system
• Proficient in keyboarding, 10-key numerical data entry, and file maintenance
• Ability to multi-task numerous complex administrative activities
• Working knowledge of the Texas Open Meetings Act and board governance procedures
• Ability to manage multiple deadlines, board processes, and district-level priorities with accuracy and attention to detail

Experience

• 3 years or more advanced secretarial experience with extensive contact with people (preferred)

Major Responsibilities and Duties:

Reception and Phones

1. Receive and direct incoming calls, take reliable messages, and route to appropriate staff.
2. Greet visitors (e.g. public, parents, students, substitutes, vendors, etc.) in a professional and courteous manner, respond to their inquiries and/or direct them to appropriate personnel in accordance with district policies and procedures regarding building security.
3. Respond to routine inquiries from the public, board members, and staff and refer appropriate inquiries or problems to superintendent or other administrators.
4. Schedule appointments and maintain superintendent’s calendar.
5. Maintain visitor log and issue visitor passes.
6. Respond to emergency calls and notify appropriate parties to address immediate safety and/or security issues.
7. Receive deliveries and disseminate materials and information to the appropriate parties.
8. Serve as liaison between the superintendent’s office and district staff, board members, and community stakeholders.

Records, Reports, and Correspondence

1. Organize, prepare, and post official board agenda and records for board meetings and distribute to board members and others as required.
2. Ensure all board postings and notices are in compliance with the Texas Open Meetings Act timelines and requirements.
3. Coordinate preparation, assembly, and distribution of board meeting materials and board packets.
4. Record minutes of administrative staff and board meetings as required.
5. Maintain official board records, resolutions, and documentation of board actions.
6. Track board member training requirements and maintain related records.
7. Prepare all correspondence, memoranda, and reports for superintendent.
8. Assist in drafting and coordinating district-level communications and board-related correspondence.
9. Comply with policies established by federal and state laws and regulations, and local board policy.
10. Assist with documentation and reporting requirements for the Texas Education Agency and other regulatory agencies.
11. Support coordination and documentation for public information requests as required.

Board Governance Support

1. Coordinate preparation, assembly, and distribution of Board of Trustees meeting materials.
2. Post meeting notices and agendas in compliance with the Texas Open Meetings Act.
3. Maintain official board records and documentation of board actions.
4. Track board member training requirements and compliance.

Other

1. Coordinate and administer district elections, including planning, logistics, staff training, ensuring compliance with state and local election laws, maintaining required documentation, and supporting communication with election officials, staff, and the public.
2. Assist with travel arrangements for board members and administrators as needed, including making hotel reservations and turning in conference registration forms.
3. Coordinate logistics for board meetings, workshops, and retreats.
4. Assist other departments as needed for the purpose of ensuring the efficient and effective functioning of the district and office environment.
5. Compile, maintain, and file all reports, records, and other documents as required.
6. Maintain organized filing systems for board documents, legal records, and superintendent files.
7. Assist with tracking superintendent priorities, projects, and key deadlines to ensure timely completion of district initiatives.
8. Assist with budget tracking and purchasing processes for the superintendent’s office.
9. Maintain confidentiality.
10. Perform other duties as assigned.
11. Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

• None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals, multi-line phone system, postage machine
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours; occasional districtwide travel
Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.