Administrative Assistant to Assistant Superintendent of Schools

Overview

Position /

Title:

Administrative Assistant to the Assistant Superintendent of Schools
Bargaining Unit: NON-UNION
Department/

Location:

Office of Schools
Calendar Days: 260
Reports To: Assistant Superintendent of Schools
JD Revision Date: 02.11.2026
Supervises: N/A

Function / Position Summary

The goal of this position is to provide high-level, confidential administrative and operational support to the Assistant Superintendent of Schools by managing sensitive personnel information, coordinating complex workflows, and ensuring the efficient, accurate, and responsive operation of the Office of Schools. This role supports district policies, strategic initiatives, and school operations through effective communication, scheduling, fiscal management, reporting, and cross-departmental coordination with schools, administrators, families, and community partners.

• Communication, Information, and Records Management
  • Responsible for correspondence and communication for the Assistant Superintendent of Schools and the Office of Schools, including answering, screening, troubleshooting, and routing phone calls, as well as monitoring, triaging, and responding to inquiries submitted through the Let s Talk system in a timely, accurate, and professional manner.
  • Process incoming and outgoing mail and email; develop, organize, and maintain spreadsheets, databases, and hard copy and electronic files, ensuring data integrity, version control, accessibility, and compliance with district records management practices.
  • Collaborate with the Communications Department and the Assistant Superintendent of Schools to support the effective and timely dissemination of the weekly Office of Schools Newsletter, including gathering, formatting, and reviewing content to ensure accuracy and alignment with district messaging.
  • Assist with updating and disseminating Office of Schools handbooks, planners, and playbooks, including but not limited to the Student Handbook and Student Planners, ensuring materials reflect current policies and are distributed to appropriate stakeholders.

• Executive Support, Confidentiality, and Strategic Coordination
  • Maintain the calendar and appointments for the Assistant Superintendent of Schools, including proactively prioritizing meetings, resolving scheduling conflicts, and managing Office of Schools absence and vacation calendars to ensure consistent coverage and continuity of operations.
  • Regularly assist and serve in a confidential capacity to the Assistant Superintendent of Schools, exercising sound professional judgment and discretion while maintaining access to sensitive personnel information related to the District's administration of positions, policies, and strategies.
  • Serve as a liaison between various district offices, departments, schools, and community organizations to support clear, consistent communication, alignment of timelines and expectations, and effective follow-through on initiatives and requests.
  • Research school-related topics as assigned to support planning, communication, or decision-making, and summarize findings as requested.

• Fiscal, Procurement, and Operational Management
  • Maintain the department and Office of Schools budgets and assist in the preparation of budgetary matters in alignment with established procurement guidelines and procedures (e.g., obtaining multiple quotes). Responsibilities include monitoring expenditures, creating financial reports (as needed), collecting and analyzing financial data, and processing timesheets in compliance with district, Board, and state requirements.
  • Maintain office supply inventory and coordinate purchasing activities, including preparing e-requisitions and processing invoices and reimbursements, to ensure uninterrupted and efficient office operations.
  • Process Office of Schools district credit cards, including field trip, professional development, and Assistant Superintendent credit cards, ensuring proper documentation, reconciliation, and compliance with district purchasing and travel guidelines. Responsibilities include making travel arrangements for the Assistant Superintendent of Schools as needed.

• Board, Meetings, and District Events
  • Organize and prepare reports and materials for Board of Education meetings, as requested, ensuring accuracy, completeness, confidentiality, and adherence to established timelines.
  • Arrange logistical details for Office of Schools and district-wide meetings, including reserving rooms, coordinating setup, ordering materials and resources, making copies, sending meeting notices and reminders, recording and transcribing minutes, and coordinating food and refreshments, as needed.
  • Assist in the coordination and implementation of the District Graduation program and the Superintendent's Student Advisory Council, including but not limited to, scheduling, communication, preparation of materials, and logistical support.
  • Support district-wide summer programming, including summer school graduation and related activities, by providing…