This position is a 226 position, and the first date of employment is May 27, 2025.

Job Title: Secretary to Superintendent Wage/Hour Status: Nonexempt

Reports to: Superintendent Pay Grade:

Dept./School: Executive Office Date Revised: April 2025

Primary Purpose:

Ensure the efficient operation of the superintendent’s office and provide clerical services to the superintendent and board of trustees. Handle confidential information and frequent contact with all levels of district employees, outside agencies, and the general public.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient keyboarding, word processing, and file maintenance skills

Knowledge of school district organization, operations, and administrative policies

Excellent organization, communication, and interpersonal skills

Ability to use personal computer and software to develop spreadsheets, databases, and do word processing

Experience:

Three years or more advanced secretarial experience with extensive contact with people

Prior experience in executive office of public school district or another entity

Major Responsibilities and Duties:

Records, Reports, and Correspondence

• Prepare and post official board agenda and records.
• Record minutes of executive staff and board meetings as required.
• Collect, organize, copy, and bind all materials for board meetings; distribute to board members.
• Prepare all correspondence, memoranda, and reports for superintendent using personal computer.
• Compile information and prepare reports as needed.
• Distribute board materials to administrators, principals, and media.

Reception and Phones

• Excellence in communication with public and district personnel.
• Schedule appointments and maintain superintendent’s calendar.
• Greet visitors and respond to routine inquiries from staff and public; refer appropriate inquiries or problems to superintendent.
• Answer incoming calls and handle questions from public, outside agencies, board of trustees, and staff.
• Schedule and compile agendas for Administrator’s meetings.

Personnel

• Enter/set up new employee information into the system.
• Maintain files for all employees and applicants, including receiving and routing of changes (e.g. name, address changes).
• Process and receive criminal history record information, references, other application material and register and upload information for fingerprinting.
• Receive and process applications, including verifying completeness of files, sending acknowledgement cards, and notifying those not selected for employment.
• Process SBEC permit applications and monitor permit status.
• Process requests for official district records, including maintaining log of requests for records, retrieving documents, copying, and mailing records.
• Manage the records storage and destruction process for the HR records following established records retention schedule and requirements of the Texas State Library and Archives Commission.
• Assist with the purging of records and coordinate microfilming of inactive HR records.
• Prepare and distribute job vacancy announcements and advertisements.
• Prepare and distribute employment contracts.
• Prepare letters of assurance for at-will employees.
• Create/order yearly service pin awards.
• Prepare staff/personnel directory.
• Prepare recruitment and new-hire packets.
• Assist with Frontline including entering of new personnel and setting up job codes.
• Assist with AESOP Substitute Calling System including entering of new personnel.

Other

• Maintain physical and computerized files, including board minutes and closed session records.
• Assist with travel arrangements for board members and administrators as needed, including making hotel reservations and turning in conference registration forms.
• Review and distribute Superintendent’s mail.
• Assist with the preparation of purchase orders and payment authorizations for Superintendent and Board of Trustees.
• Maintain Facility Calendar.
• Coordinate/Schedule Staff Development Training Room.
• Maintain policy updates.
• Maintain student transfer files and report to TEA.
• Record messages for district call out system.
• Serve as Elections Coordinator.
• Maintain confidentiality of information.

Supervisory Responsibilities:

None.

Equipment Used:

Personal computer, printer, copier, and fax machine.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Work with frequent interruptions, maintain emotional control under stress. Repetitive hand motions; prolonged use of computer. Occasional prolonged and irregular hours.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.