Administrative Assistant to Assistant Superintendent for Human Resources

TITLE: Administrative Assistant to Assistant Superintendent for Human Resources

REPORTS TO: Assistant Superintendent for Human Resources

FLSA: Exempt

GRADE: D

WORK CALENDAR: 248

FTE: 1.0

REVISED DATE: 05/06/2026

SUMMARY: Provides administrative and operational support to the Assistant Superintendent of Human Resources by coordinating projects, managing HR processes, preparing reports and Governing Board items, supporting recruitment and onboarding, maintaining budgets and records, and ensuring effective communication with staff, parents, vendors, and community members.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Communicates and collaborates professionally and positively with all staff groups; serves as a liaison between the Assistant Superintendent, directors, principals, assistant principals, specialists, certificated and classified staff, parents, and community members.
• Manages and coordinates the District’s employee online annual training system and related processes.
• Maintains effective communication and follow-up with departments and schools regarding assigned Human Resources projects and initiatives.
• Coordinates special projects, including the development of timelines, meeting minutes, procedures, and progress monitoring to ensure successful completion.
• Prepares and processes Governing Board agenda items and supporting documentation for Board meetings.
• Coordinates the screening, onboarding, and hiring support processes for administrative-level employees in accordance with District policies and procedures.
• Manages and coordinates activities related to Dysart’s Phased Retirement Program.
• Supports Human Resources administration with personnel management functions, including oversight and reconciliation of employee timekeeping records.
• Assists in monitoring and managing the Human Resources budget; prepares requisitions and processes purchase orders in compliance with District policies and Uniform System of Financial Records (USFR) guidelines.
• Coordinates meetings, appointments, and schedules for the Assistant Superintendent with administrators, staff, parents, and community members as needed.
• Maintains professional working relationships with vendors and external partners supporting Human Resources operations.
• Prepares accurate reports, correspondence, presentations, and other professional documents in a timely manner.
• Organizes and maintains confidential files, databases, records, and budget documentation to ensure accessibility and accuracy.
• Assists in preparing and distributing information for teachers, principals, administrators, Governing Board members, and the public.
• Performs a variety of administrative and clerical duties, including filing, copying, answering telephones, scheduling appointments, keyboarding, and sorting and distributing mail and correspondence.
• Drafts and prepares correspondence independently from oral or written instructions.
• Revises, updates, and develops Human Resources forms and related documentation as needed.
• Establishes and maintains positive and effective working relationships with employees, administrators, community members, and Human Resources customers.
• Maintains a high level of professionalism, ethical conduct, discretion, and confidentiality in all matters.
• Performs additional duties and responsibilities as assigned by the Assistant Superintendent for Human Resources.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Certification:

• High school diploma or GED required; Bacholor's degree in business, human resources, public administration, or related field preferred.
• Obtain and maintain a valid Arizona Identity Verified Prints (IVP) Fingerprint Clearance Card (AZ IVP FPCC).

Experience:

• Minimum of three (3) years of progressively responsible administrative assistant, executive assistant, or clerical experience, preferably in Human Resources, education, or a public-sector environment.

Computer Skills:

• Demonstrated competency in computer literacy, to include: modern office technology, Excel, Word, Publisher and Adobe.

Knowledge of:

• Knowledge of general office management, administrative support practices, and executive-level coordination.
• Knowledge of Human Resources functions, including onboarding, personnel records management, confidentiality requirements, and employment-related procedures.
• Knowledge of program administration and coordination, project management, scheduling, and organizational methods.
• Knowledge of budget administration, requisitions, purchase orders, and basic accounting practices.
• Knowledge of customer service principles and effective communication practices with staff, administrators, and the public.
• Knowledge of research methods, data collection, critical thinking, and qualitative and quantitative analysis.
• Knowledge of records management, filing systems, document retention, proofreading, editing, and professional business correspondence.
• Knowledge of office technology, online training systems, database systems, and standard business software applications.
• Knowledge of applicable District policies, procedures, and federal and state regulations related to Human Resources operations preferred.

Skill in:

• Coordinate deadlines, prioritize competing demands, monitor schedules, and complete work within established timelines.
• Provide high-level administrative support to executive leadership with accuracy, professionalism, and confidentiality.
• Research industry trends, solutions, best practices, and applicable procedures related to Human Resources operations.
• Interpret, monitor, and report financial information, program data, statistics, and project status updates.
• Prepare clear and accurate reports, correspondence, agendas, forms, and other professional documents.
• Exercise sound judgment, political acumen, tact, diplomacy, and discretion when handling sensitive matters.
• Communicate effectively and professionally with coworkers, supervisors, administrators, staff, parents, vendors, and the public.
• Organize records, maintain databases, manage files, and ensure information is accurate, accessible, and confidential.
• Use office technology, HR systems, online platforms, and standard business software efficiently.
• Work independently, follow oral and written directions, solve routine problems, and adapt to changing priorities

Abilities:

• Ability to work independently, use sound judgment, and demonstrate integrity, credibility, discretion, and confidentiality.
• Ability to work effectively and professionally with coworkers, supervisors, administrators, employees, parents, community members, vendors, and the public.
• Ability to organize, prioritize, and manage multiple projects, deadlines, and responsibilities in a fast-paced environment.
• Ability to communicate clearly and professionally, both verbally and in writing, including preparing memos, letters, correspondence, and other professional documents.
• Ability to respond to parent and community questions, concerns, and complaints in a professional, tactful, and reassuring manner.
• Ability to appreciate and work effectively with individuals from diverse backgrounds and with varying needs.
• Ability to operate standard office equipment and use office technology to complete assigned duties efficiently.
• Ability to read, understand, and interpret general documents, including employee handbooks, policies, procedures, safety materials, and training manuals.
• Ability to perform basic mathematical calculations, including addition, subtraction, multiplication, and division using whole numbers, fractions, and decimals.
• Ability to interpret and follow oral and written instructions presented in various forms.
• Ability to apply reasoning, research information, solve moderately complex issues, and make appropriate decisions with minimal assistance.

ADA AND OTHER REQUIREMENTS:

Positions in this class typically require:  balancing, stooping, kneeling, crouching, reaching, standing, walking, lifting, fingering, grasping, talking, hearing, seeing and repetitive motions.

Light Work:  Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move object.

Working Conditions: 

Work is routinely performed in an indoor, office environment.

This job classification description is intended to be generic in nature.  It is not necessarily an exhaustive list of all duties and responsibilities.  The essential duties, functions and responsibilities and Fair Labor Standards Act (FLSA) designation may vary based on the specific tasks assigned to the position.

The Dysart Unified School District is an Equal Employment Opportunity Employer in compliance with Title VI of the Civil Rights Act of 1964, Civil Rights Act Title VII of 1972, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990. Dysart Unified School District does not discriminate on the basis of race, color, religion, national origin, sex, disability or age in employment or in any of its educational programs or in the provisions of benefits and services to students.