Support Staff - Administrative Assistant to the Assistant Superintendent

POSITION TITLE: Administrative Assistant to the Assistant Superintendent

REPORTS TO: Assistant Superintendent

LOCATION: Central Office

QUALIFICATIONS:

• High School diploma 
• Associate’s degree or higher  - Preferred
• Minimum of 3-5 years administrative support experience
• Strong computer skills, with proficiency in Google programs
• Such alternatives to the above qualifications as the Board may find appropriate

PURPOSE STATEMENT

The Administrative Assistant to the Assistant Superintendent provides high-level administrative and clerical support to the Assistant Superintendent and assists with the efficient operation of the district's administrative office. This position requires excellent organization, communication, confidentiality, judgment, and the ability to manage multiple priorities while working effectively with staff, administrators, families, community members, and outside agencies 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative Operations and Department Support

• Provide direct administrative and clerical support to the Assistant Superintendent.
• Manage the Assistant Superintendent's calendar, meetings, appointments, and departmental scheduling.
• Prepare correspondence, reports, agendas, presentations, forms, spreadsheets, and other documents.
• Receive and respond to telephone calls, emails, visitors, and requests for information, directing inquiries to the appropriate individual or department when necessary.
• Prepare, organize, and distribute materials for meetings, committees, professional development, and other district activities.
• Assist with the preparation and organization of Board of Education agenda items and supporting documentation related to the Assistant Superintendent's areas of responsibility.
• Coordinate meetings, training, professional development activities, and district events as assigned, including scheduling facilities, communicating with participants, preparing materials, and maintaining attendance records.
• Assist building administrators and district staff with questions and requests related to the areas overseen by the Assistant Superintendent.
• Maintain calendars, deadlines, and reminders to ensure required reports, documents, and other responsibilities are completed in a timely manner.
• Provide backup administrative support within Central Office as needed.

Records Management and Compliance Support

• Maintain confidential district records, files, reports, and correspondence in accordance with district procedures and applicable state and federal requirements.
• Maintain accurate records, databases, spreadsheets, and other tracking systems as assigned.
• Maintain organized electronic and paper filing systems and ensure records are retained according to district procedures and applicable records-retention requirements.
• Assist with district-level programs, reports, compliance requirements, and documentation under the supervision of the Assistant Superintendent.
• Assist with gathering information and preparing reports requested by district administration, the Board of Education, state agencies, or other authorized entities.
• Process and maintain confidential information using appropriate discretion and professional judgment.
• Monitor required deadlines and assist in ensuring district reports and documentation are submitted accurately and timely.
• Maintain documentation and records related to meetings, training, programs, and other areas assigned to the Assistant Superintendent.

Financial Coordination and Program Support

• Assist with purchasing processes, including purchase orders, invoices, requisitions, and maintaining appropriate documentation.
• Assist with tracking departmental budgets, expenditures, purchases, and other financial information as assigned.
• Coordinate registrations, travel arrangements, conference scheduling, and other professional development needs.
• Order supplies, materials, and other resources as directed.
• Assist with district programs and initiatives overseen by the Assistant Superintendent.
• Maintain appropriate documentation related to purchases, programs, and departmental expenditures.
• Communicate with vendors, service providers, and outside agencies as needed.

OTHER JOB FUNCTIONS

• Abide by state statutes, school board policies, and regulations.
• Attend meetings as assigned.
• Take all necessary and reasonable precautions to protect students, equipment, materials, and facilities.
• Maintain accurate, complete, and correct records as required by law, district policy, and administrative regulation.
• Maintain confidentiality regarding student, employee, and district information.
• Work collaboratively with other Central Office staff and provide assistance as needed.
• Perform other duties as assigned by the Assistant Superintendent or Superintendent.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong organizational and time-management skills
• High attention to detail and accuracy
• Ability to manage complex data systems and compliance documentation
• Knowledge of state and federal special education regulations
• Strong written and verbal communication skills
• Ability to maintain confidentiality and exercise professional judgment
• Ability to prioritize multiple tasks in a fast-paced environment
• Ability to build positive relationships with staff, families, and external agencies

WORK ENVIRONMENT

• Office setting within a school or district administrative building
• Frequent interaction with staff, students, parents, and community partners
• Extended periods of sitting and computer work
• Occasional lifting of office materials up to 20 pounds
• Participation in school events or meetings outside of regular hours as needed

ATTENDANCE

• Consistent and regular attendance is an essential function of this position

FLSA Status

Non-Exempt

Salary Grade

Support Staff

TERMS OF EMPLOYMENT:  12 months; Full Time

Background clearance required; the results of which must be satisfactory to the District.

EVALUATION: 

Performance will be evaluated by the Director of Special Services in accordance with district policies and teacher evaluation procedures.

TERMS OF EMPLOYMENT: 12-Month Contract

Salary to be established by the Board of Education

EVALUATION: The performance of this job will be evaluated in accordance with the Board 

Policy.

Applications will be screened as they are submitted. The job will remain posted until filled.

The Mexico Public School District is an EQUAL OPPORTUNITY EMPLOYER.  NOTICE OF NONDISCRIMINATION Our School District Prohibits discrimination and harassment against employees, students or others on the basis of race, color, national origin, sex, age, ancestry, religion, disability by law in admission or access to, or treatment or employment in its programs and activities.