Administrative Assistant to the Superintendent / Clerk to the Board of Education

JOB DESCRIPTION

ADMINISTRATIVE ASSISTANT/CLERK TO BOARD OF EDUCATION

NATURE OF WORK

The Administrative Assistant to the Superintendent and Clerk to the Board of Education provides high-level administrative, clerical, and confidential support to the Superintendent and Board of Education. This position is responsible for coordinating office operations, preparing official Board materials, maintaining records and minutes, managing correspondence, and ensuring compliance with applicable policies, laws, and district procedures.

DUTIES AND RESPONSIBILITIES

Superintendent Support

Provide administrative support to the Superintendent in the daily operation of the district office.

Manage calendars, schedule meetings, and coordinate appointments.

Draft, edit, and prepare correspondence, reports, memos, and presentations.

Receive and screen telephone calls, emails, and visitors, responding to inquiries or directing them appropriately.

Maintain confidential files and records.

Coordinate travel, meetings, special projects, and district-wide events as assigned.

Assist with data collection, document preparation, and other tasks as needed.

Board of Education Support /Clerk Duties

Serve as Clerk to the Board of Education and attend all Board meetings, work sessions, and special meetings as required.

Prepare Board meeting agendas, notices, packets, and supporting documentation in coordination with the Superintendent.

Record, prepare, and distribute accurate meeting minutes in a timely manner.

Maintain official Board records, policies, resolutions, minutes, and legal documentation.

Track Board actions, motions, votes, and follow-up items.

Ensure compliance with open meetings laws, public records requirements, and district policies.

Assist with election procedures, oath of office documentation, and Board member onboarding as applicable.

Coordinate public notices, meeting postings, and publication requirements.

Office Administration

Maintain organized filing and record keeping systems, both electronic and paper.

Process correspondence, forms, purchase requests, and other office documents.

Monitor office supply inventory and place orders as needed.

Assist with budgeting, invoicing, and other financial or clerical tasks as assigned.

Support communication between the Superintendent’s office, Board members, district staff, and community members.

Perform other duties as assigned.

MINIMUM TRAINING

Associate degree or equivalent required
Minimum of 3–5 years of progressively responsible administrative experience; preferably in a school district, public agency, or executive office
Experience supporting a superintendent, board, or district administrator preferred
Experience taking minutes and handling confidential information highly desirable

ESSENTIAL JOB FUNCTIONS

Must be able to maintain confidentiality of sensitive information.

Must be reliable, punctual, and flexible in responding to district needs.

May be required to attend meetings outside of regular business hours.

KNOWLEDGE, SKILLS AND ABILITIES

Strong organizational and time-management skills.
Excellent written and verbal communication skills.
Ability to maintain confidentiality and exercise sound judgment.
Proficiency in Microsoft Office Suite and office technology systems.
Knowledge of public meeting procedures, records management, and administrative practices.
Ability to work independently and manage multiple priorities under deadlines.
Strong attention to detail and accuracy.
Professional demeanor and ability to interact effectively with administrators, board members, staff, and the public.

REPORTS TO: Superintendent

FLSA STATUS: Non-Exempt

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees in this job.