Primary Purpose:
Work under minimum supervision to ensure the efficient operation of the superintendent’s office and provide clerical services to the superintendent and board of trustees. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.
Qualifications:
Education/Certification:
High school diploma or GED
Associate’s Degree preferred
Special Knowledge/Skills:
Knowledge of school district organization, operations, and administrative policies
Ability to read and comprehend instructions, short correspondence, and memos
Ability to make independent decisions regarding planning, organizing, and scheduling
Excellent public relations, organization, communication, and interpersonal skills
Ability to use software to develop spreadsheets, perform data analysis, and do word processing
Ability to multi-task numerous complex administrative activities
Preferred Experience:
Five years or more advanced secretarial experience with extensive contact with people
Major Responsibilities and Duties:
1. Organize, prepare, and post official board agenda and records for board meetings and distribute to board members and others as required.
2. Record minutes of executive staff and board meetings as required.
3. Prepare all correspondence, memoranda, and reports for superintendent.
4. Comply with policies established by federal and state laws and regulations, and local board policy.
5. Serve as district Records Management Officer.
6. Answer incoming calls and greet visitors. Respond to routine inquiries from the public, board members, and staff and refer appropriate inquiries or problems to the superintendent or other administrators.
7. Schedule appointments and maintain the superintendent's calendar.
8. Assist with travel arrangements for board members and administrators as needed, including making hotel reservations and turning in conference registration forms. Complete monthly reconciliations of
Executive Assistant - Superintendent
credit card for Superintendent and School Board expenses. Track required professional development of board members.
9. Compile, maintain, and file all reports, records, and other documents as required.
10. Assist with tracking and coordination of annual required professional development for all employees.
11. Coordinate elections with the county elections department.
12. Maintain confidentiality.
13. Distribute district mail to appropriate individuals daily.
14. Follow district safety protocols and emergency procedures.
15. Support district security through video surveillance and tracking of safety and security requirements.
16. Coordinate recognition of employee groups.
17. Coordinate entry gate workers for athletic events.
18. Support operations department and athletic department with purchasing processes.
19. Coordinate discard of surplus furniture and equipment.
20. Other duties as assigned by the superintendent.
Supervisory Responsibilities:
None.
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours; occasional district-wide travel
Mental Demands: Work with frequent interruptions; maintain emotional control under stress
From PDF Description
Administrative Assistant - Superintendent
Job Title: Administrative Assistant - Superintendent Exemption Status/Test: Nonexempt
Reports to: Superintendent Date Revised: 5/4/2026
Dept./School: Superintendent’s Office
Primary Purpose:
Work under minimum supervision to ensure the efficient operation of the superintendent’s office and
provide clerical services to the superintendent and board of trustees. Handle confidential information
and engage in frequent contact with all levels of district employees, outside agencies, and the general
public.
Qualifications:
Education/Certification:
High school diploma or GED
Associate’s Degree preferred
Special Knowledge/Skills:
Knowledge of school district organization, operations, and administrative policies
Ability to read and comprehend instructions, short correspondence, and memos
Ability to make independent decisions regarding planning, organizing, and scheduling
Excellent public relations, organization, communication, and interpersonal skills
Ability to use software to develop spreadsheets, perform data analysis, and do word processing
Ability to multi-task numerous complex administrative activities
Preferred Experience:
Five years or more advanced secretarial experience with extensive contact with people
Major Responsibilities and Duties:
1. Organize, prepare, and post official board agenda and records for board meetings and distribute to
board members and others as required.
2. Record minutes of executive staff and board meetings as required.
3. Prepare all correspondence, memoranda, and reports for superintendent.
4. Comply with policies established by federal and state laws and regulations, and local board policy.
5. Serve as district Records Management Officer.
6. Answer incoming calls and greet visitors. Respond to routine inquiries from the public, board
members, and staff and refer appropriate inquiries or problems to the superintendent or other
administrators.
7. Schedule appointments and maintain the superintendent's calendar.
8. Assist with travel arrangements for board members and administrators as needed, including making
hotel reservations and turning in conference registration forms. Complete monthly reconciliations of
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Executive Assistant - Superintendent
credit card for Superintendent and School Board expenses. Track required professional development of
board members.
9. Compile, maintain, and file all reports, records, and other documents as required.
10. Assist with tracking and coordination of annual required professional development for all employees.
11. Coordinate elections with the county elections department.
12. Maintain confidentiality.
13. Distribute district mail to appropriate individuals daily.
14. Follow district safety protocols and emergency procedures.
15. Support district security through video surveillance and tracking of safety and security requirements.
16. Coordinate recognition of employee groups.
17. Coordinate entry gate workers for athletic events.
18. Support operations department and athletic department with purchasing processes.
19. Coordinate discard of surplus furniture and equipment.
20. Other duties as assigned by the superintendent.
Supervisory Responsibilities:
None.
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours; occasional districtwide travel
Mental Demands: Work with frequent interruptions; maintain emotional control under stress
This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all
responsibilities and duties that may be assigned or skills that may be required.
Reviewed by Date
Received by Date
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