Administrative Assistant to the Superintendent- 

Central Office- General

Part time to Full time

We are excited to announce a job opportunity within the Central Office of our school district. We are seeking candidates who excel in organization, time management, flexibility, teamwork, accuracy, service, and attention to detail. The ideal candidate will be able to handle a variety of tasks, with specific responsibilities tailored to align with the strengths of both current and new staff members. Please review the duties listed below to understand the wide range of responsibilities involved.

This position is designed to be part-time through the spring of 2025, transitioning to full-time starting July 1, 2025, as we work to return to full staffing. The role offers cross-training opportunities with current staff through June 30, 2026. We are committed to investing in dedicated team members who are looking for a long-term career in education.

Requirements

1. High School Diploma or equivalent
2. Prior secretarial experience preferred
3. Typing, accounting, and computer/technology Skills

Supervises:

Reports to:

1. Superintendent
2. Office Manager

Job Goals

1. To ensure the smooth and efficient operation of the Board of Education
2. Communicate appropriately with supervisor, staff, students, and visitors
3. Maintain and friendly and helpful environment
4. Maintain and acceptable standard of personal appearance
5. Create and maintain and organized office environment
6. Maintain a high level of confidentiality regarding board, personnel, and student matters both protected and unprotected by policy and law 
7. Serve as the point of entry for central office directing phone calls, greeting guests, and helping visitors as needed
8. Ensure maintenance, working order, and necessary supplies for the office are administrated.

Duties

1. Perform necessary office duties including, but not limited to, typing, faxing, copying, answering telephones, filing, ordering general office supplies, preparing reports, and scheduling.
2. Maintain complete and accurate records for all duties
3. Maintain files for district matters such as accidents, enrollments, nutrition services, insurance,  work bids, board filings, and other documents as necessary
4. Compile  and maintain accurate records to comply with DESE’s regulations and required/requested reports including Core Data and MOSIS as well as inform the superintendent regarding progress and completion
5. Complete asset inventories for the central office and for the annual Statement of Values for M.U.S.I.C.
6. Prepare correspondence and complete forms as required for the annual school board elections, bond issues, MSBA board updates, and other similar tasks
7. Update board policy manuals as necessary
8. Receipt and deposit cash and check into appropriate accounts and make daily bank deposits
9. Prepare and distribute needed personnel items, such as business cards and conference passes
10. Maintain graduate and past student files, copy and send transcripts, records, and other information to appropriate entities after receiving request forms
11. Gather information for the auditor, including typing and mailing letters to banks, county offices, attornies, and other requested entities
12. Crosstrain with other central office staff to ensure the smooth operation of the office and district
13. Manage and complete correspondence including mailing, shipping, pick-up, sorting, and distribution
14. Prepare and support as necessary notices for the board of education, advertise employment opportunities, request bids, and other notices required by law/policy/regulation; retain records for all actions as necessary
15. Support the board secretary in disseminating board packet as necessary
16. Complete all food service required reports for DESE during the regular and summer school time periods including: applications, reports, corrective action responses, direct certification, parent and community notices, complete verification tasks (as required by various timelines)
17. Complete summer school documents including applications, mid-summer, and final reports
18. Compile, submit, and retain copies of all reports required by law/regulation to DESE, U.S. Department of Education, and other federal/state agencies
19. Participate in trainings and meetings in support of the position’s duties
20. Other duties as assigned which may be requested by the superintendent, required by law, or authorized by the board of education

Evaluator

1. Superintendent