Administrative Assistant (.5 HR and .5 Office of Superintendent)

Job Summary:  This dual-capacity role provides high-level administrative support to both the Human Resources Department and the Superintendent's Office. The incumbent acts as a critical liaison between district leadership, staff, and the community, managing sensitive information and ensuring the operational efficiency of the District Central Office.

Part A: Human Resources Administrative Assistant (0.5)

Secretarial & Executive Support

• Leadership Scheduling: Manage complex calendars and schedule meetings for the Executive Director of Employee Relations and the HR Director.
• Event Logistics: Coordinate all logistics for HR-sponsored events, including job fairs, health fairs, benefits orientations, employee recognition ceremonies, conferences, and district-wide training sessions.
• Meeting Coordination: Arrange meeting spaces, prepare agendas, distribute materials, and take minutes for HR-led committee meetings or labor relations sessions.
• Front-Line Correspondence: Handle high volumes of sensitive phone calls and emails, providing professional responses to staff and public inquiries.
• Maintain strict confidentiality of sensitive information, including personnel matters, district operations, and strategic initiatives

Recruitment & Onboarding

• Post vacancies to internal and external job boards and maintain the applicant tracking system.
• Coordinate the interview lifecycle, including candidate outreach and panel scheduling.
• Support with onboarding for new hires: process background checks, I-9s, and credential verification.

Compliance & Records Management

• Maintain physical and digital personnel files, ensuring strict adherence to legal retention requirements.
• Track employee certifications and clearances and notify staff of upcoming expirations.
• Update Visions databases with new hire information, status changes, and terminations.
• Employment Verification
• Responsible for updating the Board Meeting Agenda HR Consent Items.
• Other duties as assigned by the Directors of HR

Part B: Superintendent Administrative Assistant (0.5)

• Manage and maintain the Superintendent's calendar, including scheduling meetings, appointments, and events, while prioritizing competing demands
• Serve as a primary point of contact for the Superintendent's office, responding to inquiries and directing communications appropriately
• Coordinate internal and external meetings, including preparation of agendas, reports, materials, and follow-up documentation
• Maintain strict confidentiality of sensitive information, including personnel matters, district operations, and strategic initiatives
• Support the Superintendent in monitoring and advancing district priorities, initiatives, and strategic plan actions by track and manage deadlines, projects, and action items to ensure timely completion and follow-through
• Coordinate logistics for district events, meetings, and engagements involving the Superintendent
• Facilitate communication and coordination between the Superintendent's office, public relations specialist, district departments, school sites, and external partners
• Maintain organized records and filing systems, both electronic and paper, for the Superintendent's office
• Provide general administrative support to ensure the efficient operation of the Superintendent's office
• Other duties as assigned by the Superintendent

Required Qualifications

• Education: Associate's degree required; Bachelor's Degree from an accredited college or university, preferred.
• Possess an AZ Educator IVP Fingerprint Clearance Card
• Experience: A minimum of three (3) years of progressively responsible administrative support experience, preferably in a school district or public sector environment, or any equivalent combination of experience and education.
• Executive Support: Experience supporting executive-level leadership with complex scheduling and project coordination.
• Confidentiality: Demonstrated experience managing confidential and sensitive information with extreme discretion and integrity.
• Technical Proficiency: Advanced proficiency in office technology, including word processing (Word), spreadsheets (Excel), presentations, Google Workspace, and database systems.

• Coordination: Experience coordinating meetings, events, and communications across multiple stakeholders.
• Communication: Possess excellent oral and written communication skills.
• Organization: Possess strong organizational, time management, and problem-solving skills.
• Interpersonal: Possess strong interpersonal and collaborative skills, with the ability to work effectively with diverse groups.

Physical & Environmental Demands

• Ability to work in a standard office environment using computer equipment for extended periods.
• Attendance at evening Board of Education meetings as required.
• Ability to maintain focus and accuracy in a fast-paced environment with frequent interruptions.

Equal Opportunity Employer Statement:  

Isaac Elementary School District is an equal opportunity employer and complies with all applicable federal, state, and local laws regarding equal employment opportunity and anti-discrimination. The District strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law.

Applicants and employees may contact Human Resources to request reasonable accommodations needed to perform the essential functions of this position.

Job Title: Administrative Assistant  (.5 HR & .5 Office of Superintendent)

Department: Human Resources & Superintendent's Office 

Reports To: Executive Director of Human Resources & Superintendent 

Salary: Range: 27