As the Administrative Secretary you will deliver measurable results in ensuring the smooth and efficient operation of the superintendent’s office.
Reports To: Superintendent of Schools
Qualifications: We are seeking a highly qualified administrative assistant to join our team - someone who loves what they do. High school diploma required. The ideal candidate should possess a combination of education and relevant work experience and demonstrate a track record of success in office support roles. They should have excellent communication, organizational, and problem-solving skills, enabling them to effectively manage multiple tasks and priorities in a fast-paced environment. A successful candidate will be proactive, adaptable, and customer-service oriented, with a willingness to learn and take initiative to support the smooth operation of the office. Technical responsibilities of the role will require:

• Advanced proficiency in Google Workspace is necessary
• Experience with database management systems
• Proficiency in office equipment operation (multi-line phone systems, printers, scanners, copiers)
• Basic competence with graphic design tools
• Experience with document management systems and file organization
• Familiarity with video conferencing platforms (e.g., Zoom, Google Meets)

Responsibilities

• Communication and correspondence: Answering and directing phone calls, responding to emails, drafting and proofreading correspondence, and distributing memos and notices.
• File management and organization: Maintaining electronic and physical filing systems, ensuring documents are properly organized, stored, and easily accessible.
• Document preparation: Creating, formatting, and editing various documents, such as reports, presentations, spreadsheets, and letters.
• Office management: Overseeing office supplies inventory, placing orders, and maintaining office equipment to ensure smooth operation.
• Reception duties: Greeting visitors, directing them to the appropriate personnel, and providing general information about the district.
• Project and event support: Assisting with the planning, coordination, and execution of projects and events, including tracking deadlines and communicating with stakeholders.
• Information management: Maintaining databases, updating contact lists, and ensuring the accuracy and confidentiality of sensitive information.
• Providing general administrative support to executives and team members as needed, adapting to the specific requirements of the organization. Additional tasks shall include:
• Enrolling students in grades K-5 by collaborating with the administration, transportation, and parents
• Posting vacant positions to external job boards (ServingSchools, SchoolSpring, Indeed, etc.)
• Submit work permits to the Maine Department of Labor
• Processing substitute teacher applications to include fingerprint approval as required by the State
• Processing state background checks for substitute teachers and volunteers
• Organize and report on staff evaluations
• Reporting and maintaining all employee information through the Maine Department of Education
• Maintaining district databases for staff
• Completing secretarial duties for Certification Committee
• Performing additional tasks and responsibilities as directed by the superintendent

Core Competencies

• Highly organized: you rely on systems/processes to implement and document work; we can count on you to follow through, stay on top of specific tasks, and close loose ends and communication loops; you methodically document decision-making
• Attention to detail: you’re obsessed with accuracy and embrace the importance of “getting it right”; you triple-check documentation to ensure you can stand by your work; your discipline enables you to work error-free despite repetitive nature of tasks
• Balance collaboration with independent production: you are a skilled collaborator and thought-partner, but are equally comfortable with deep independent dives into your work
• Communication skills: you communicate clearly and logically; you can articulate complex concepts and the rationale behind them with intention; you can obtain the information you need effectively
• Strategic prioritization: you adjust to emerging realities and needs; you take action on what’s most important; you drive work forward with an urgency to see results
• Customer-service orientation: you see interacting with parents and community members as a critical part of your job, not as an impediment to your job; you see interacting with families and members of the public as an essential part of serving students
• Calm in the storm: you stay grounded and focused when problems emerge; you stand ready to provide support, identify options, and delegate tasks as needed
• Embrace diversity: you value a diversity of perspectives, styles and beliefs; you understand the difference between tolerance and inclusion

Reasonable Accommodations: RSU 21 will provide accommodations to an individual with a disability, as defined by the Americans with Disabilities Act (ADA) or applicable law, who has made the district aware of their disability, unless doing so would cause an undue hardship to the district.
Terms of Employment: As per contract, total compensation to be established by the Superintendent commensurate with experience and approved by the Board.
Evaluation: Performance of this job will be evaluated by the Superintendent, in accordance with the Board of School Directors Policy on evaluation of Administrative Personnel (GCOC).
This position will remain open until a qualified candidate is secured.RSU21 is an equal opportunity employer. We strive to be a welcoming and inclusive community that supports the safety and well-being of all of our students, faculty, and staff. We are committed to implementing programs and practices that support diversity, equity, and inclusion. As a part of this commitment, we welcome all applicants. RSU21 does not discriminate based on race, color, gender, gender identity, orientation, disability, religion, age, national origin, or any other status protected under federal, state, or local law. If you are a person of color, LGBTQ , disabled, or belong to any protected class, we encourage you to apply. Our diversity strengthens our mission to produce global citizens.