Administrative Assistant to the Superintendent / HR

Administrative Assistant to the Superintendent / HR

Primary Purpose

Provide high-level executive administrative support to the Superintendent while managing key Human Resources, purchasing, and financial operations functions. Serve as a central point of coordination for school board communication and district operations. Ensure efficiency, compliance, and confidentiality in all aspects of the role while supporting strategic district goals.

Qualifications

Education/Certification

• High School Diploma or GED (required)
• Associate’s or Bachelor’s degree (preferred)
• HR experience a ??

Special Knowledge/Skills

• Strong knowledge of administrative operations, Human Resources practices, and purchasing procedures
• Understanding of school finance, budgeting, and financial tracking
• Ability to manage high-level, confidential information with discretion
• Knowledge of TEA/charter compliance, PEIMS (preferred)
• Advanced proficiency in Microsoft Office and Google Workspace
• Strong organizational, problem-solving, and multitasking skills
• Excellent written and verbal communication skills
• Ability to work independently and prioritize competing demands

Experience

• Experience in HR, finance, purchasing, or school district/charter operations (preferred)

Major Responsibilities and Duties

Executive Administrative Support

• Provide direct, high-level support to the Superintendent in daily operations and strategic initiatives
• Manage complex calendars, meetings, travel, and priorities
• Prepare reports, presentations, correspondence, and district communications
• Handle sensitive information with a high level of confidentiality
• Serve as liaison between Superintendent, staff, board members, and community stakeholders
• Coordinate and manage special projects and district initiatives

School Board Communication & Governance Support

• Coordinate all school board meeting logistics, including scheduling, posting notices, and compliance with open meetings requirements
• Prepare board agendas, board packets, and supporting documentation
• Record, transcribe, and maintain official board meeting minutes
• Ensure timely and accurate communication between Superintendent and Board of Trustees
• Maintain official records, policies, and governance documents
• Support board trainings and required filings

Human Resources Duties

• Assist with recruitment, hiring, and onboarding processes
• Prepare employment contracts, letters of reasonable assurance, and personnel documentation
• Maintain accurate and confidential personnel files
• Track certifications, background checks, and compliance requirements
• Support employee benefits enrollment and communication
• Assist with employee attendance, leave tracking, and reporting
• Provide support with evaluations, documentation, and HR compliance
• Assist with investigations and employee relations documentation as directed

Purchasing & Procurement

• Process purchase orders in accordance with district policies and budget guidelines
• Obtain quotes, coordinate with vendors, and ensure cost-effective purchasing
• Maintain purchasing records, approvals, and documentation
• Monitor order status, deliveries, and resolve discrepancies
• Ensure compliance with state purchasing laws, charter requirements, and internal controls
• Maintain vendor files, contracts, and W-9 documentation
• Assist staff with purchasing procedures and requisitions

Financial Operations Support

• Assist with budget tracking, expenditure monitoring, and financial reporting
• Reconcile purchase orders, invoices, and receipts
• Support audits by maintaining organized financial and purchasing documentation
• Collaborate with business office or finance personnel to ensure accuracy and compliance
• Monitor spending to align with approved budgets and funding sources

Compliance & Confidentiality

• Ensure compliance with district policies, TEA guidelines, HR laws, and procurement regulations
• Maintain strict confidentiality of personnel, financial, and student information
• Support internal and external audits and reporting requirements

District & Campus Support

• Assist with district-wide communications and announcements
• Support events, board meetings, and community engagement efforts
• Coordinate substitute coverage or staffing needs as assigned
• Perform other duties as assigned by the Superintendent..

Working Conditions

• Office environment; frequent interruptions and multiple deadlines
• Prolonged sitting, occasional lifting
• Occasional evening hours for board meetings or district events