Administrative Assistant - Executive Office

Description Job Title: Administrative Assistant                    Status/Test: Nonexempt
Reports to: Superintendent                                                 Date Revised: 12/3/2023 

Dept./School: Executive 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. Responsible for on-site leadership of clerical employees assigned.

Qualifications:
Education/Certification:
High school diploma or GED

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

Experience:
3 years or more advanced secretarial experience with extensive contact with people

Major Responsibilities and Duties
Records, Reports, and Correspondence:
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 assistant superintendent and
superintendent offices.
4. Input all work tickets and organize with other departments as needed for meetings, activities
and events.
5. Comply with policies established by federal and state laws and regulations, and local board
policy.
6. Maintain a record of board member annual training as required by law.
7. Post pertinent information on webpages for the district as required.
8. Compile, maintain, and file all reports, records, and other documents as required.
9. Proof and/or edit information for distribution.

Reception and Phones:
1. Answer incoming calls and greet visitors.
2. Respond to routine inquiries from the public, board members, and staff and refer appropriate
inquiries or problems to superintendent, assistant superintendent or other administrators.
3. Schedule appointments and maintain assistant superintendent and superintendent calendars.

Other:
1. Assist with travel arrangements for board members and administrators as needed, including
registrations, making hotel reservations and turning in conference registration forms.
2. Plan and implement all central administration, district-level, and board events and activities
as required
3. Procure all supplies for offices and reception area; maintain reception area.
4. Act as district's official elections officer.
5. Execute board of trustees and bond elections in accordance with federal, state, and local law
6. Collaborate with external agencies, including district's attorney, as needed during elections
7. Participate in professional development to stay current on law that impacts functions of the
position.
8. Maintain confidentiality.
9. Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:
None

Mental Demands/Physical Demands/Environmental Factors:
Use standard office equipment including personal computer and peripherals Prolonged sitting;
occasional bending/stooping, pushing/pulling, and twisting Repetitive hand motions including
frequent keyboarding and use of mouse; occasional reaching
Occasional light lifting and carrying (less than 20 pounds)
May work prolonged or irregular hours; occasional districtwide travel 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.