What are the responsibilities and job description for the Administrative Assistant to Superintendent and School Board position at Prescott School District?
Administrative Assistant to Superintendent and School Board
Position Summary
Provides executive-level administrative support to the Superintendent and serves as secretary/support liaison to the Board of Education. Performs highly responsible confidential and clerical duties requiring independent judgment, organizational skills, and knowledge of school district operations, policies, and procedures.
Essential Duties and Responsibilities
Superintendent Support
- Manage superintendent’s calendar, appointments, and travel arrangements
- Prepare correspondence, reports, presentations, and official documents
- Screen telephone calls, emails, and visitors
- Maintain confidential records and information
- Coordinate meetings, conferences, and special events
- Compile data and prepare reports for district administration
- Assist with personnel, budget, and operational documentation
- Serve as liaison between superintendent, administrators, staff, and community
School Board Support
- Prepare and distribute board meeting agendas and board packets
- Post meeting notices in compliance with state open meeting laws
- Record, transcribe, and maintain official board meeting minutes
- Maintain board policies, resolutions, and legal records
- Coordinate board member communications and training information including professional development records
- Track board action items and follow-up tasks
- Assist with election documentation and board filing requirements when applicable
- Ensure proper retention of official board documents
Office and Administrative Functions
- Maintain district administrative office operations
- Organize and maintain filing systems and records
- Serves as the district eSchool Coordinator, specifically Cycle’s 2-7
- Maintains and updates the district policy manuals
- Coordinate public information requests and correspondence
- Prepare spreadsheets and databases
- Monitor deadlines and compliance requirements
- Assist with district communications and public relations activities
Knowledge, Skills, and Abilities
- Strong organizational and time-management skills
- Excellent written and verbal communication abilities
- Ability to maintain strict confidentiality
- Knowledge of office management and modern technology systems
- Proficiency with Microsoft Office/Google Workspace
- Ability to interpret policies, procedures, and regulations
- Ability to work independently and manage multiple priorities
- Strong interpersonal and customer service skills
Minimum Qualifications
- High school diploma or GED required
- Associate degree or bachelor’s degree preferred
- Prior executive administrative experience preferred
- Experience in education or governmental settings preferred
- Ability to obtain any required state certifications or training
Physical Requirements
- Prolonged sitting and computer work
- Occasional lifting of office materials
- Attendance at evening board meetings is required
Terms of Employment
- Twelve-month position
- Salary and benefits according to district compensation schedule
- Evaluated annually by the Superintendent