Central Office Administrative Assistant

Central Office Administrative Assistant Title: Central Office Administrative Assistant to the Superintendent and Board Minimum Qualifications: Meet suitability criteria for employment and/or certification/licensure under the Alabama Child Protection Act of 1999 and Act No. 2002-457. (Must pass background screening) Must have the physical strength, agility, dexterity, acuity and mobility to perform job responsibilities. Must have the ability to maintain good interpersonal relationships. High school graduate or equivalent (GED) and academic competency in basic skills (may be waived by the superintendent only). Such alternatives to the qualifications listed above or below as the Board of Education may find appropriate and acceptable. Performance Responsibilities and Essential Functions: Serves as confidential secretary and administrative aide to the Superintendent of Pelham City Schools. Acts as a liaison between the Superintendent and employees, governmental officials, attorneys, consultants, auditors, media staff, parents, community members and others. Works collaboratively with the Administrative Secretary and is cross-trained in board meeting procedures. Coordinates job-related travel, schedules, itineraries, etc., for meetings, retreats, and conferences. Makes arrangements for transportation, arranges hotel accommodations, and prepares required travel approval and expense claims for the Superintendent. Schedules/coordinates the Superintendent's calendar and appointments. Keeps the Superintendent informed on relevant professional development, media, governmental and political meetings, potential problems, concerns, etc. Receives, sorts, reads, routes and responds to routine mail and other forms of correspondence and inquiries. Types letters, memorandums, speeches, and other materials for Superintendent. Screens the Superintendent's mail and composes, organizes, and edits letters, memorandums, reports, and other materials per verbal instructions or upon initiative. Maintains an orderly file of correspondence and a variety of complex, privileged, sensitive, and confidential files, records, and information for the Superintendent of Education. Receives and screens visitors and telephone calls; responds to requests, complaints and questions from officials, staff and the public, representing the Superintendent and by phone and written communication. Obtains and provides information to staff and the public with discretion and in the scope of responsibility. Resolves problems brought to the Superintendent's offices and, according to instructions, addresses administrative details insofar as possible without referring them directly to the Superintendent. Maintains the Superintendent's official copy of the District policies and administrative regulations handbooks. Develops and oversees the budget of the Superintendent's office; arranges for budget transfers as necessary. Operates a variety of office equipment including a copier, scanner, fax machine and typewriter; operates a computer and peripheral equipment to record information and generate lists, reports and other materials; utilizes word processing and other software as required. Maintains the Auditorium Scheduling Calendar and posts pertinent meetings and events to the Administrative Meetings Calendar. Initiates and/or assists in the planning, setup, and direction of special district events, meetings, hearings, etc. Provides administrative support to Central Office clerical staff as needed or as directed by the Superintendent. Performs other related duties as assigned by the Superintendent. Be regular and punctual in attendance. Adhere to all Board policies, school system rules, school system administrative procedures, and federal, state, and local laws. Report work absences and take leave in accordance with Board policies, school system rules, school system administrative procedures, and applicable law. Maintain proper and professional relationships with students, school system employees, and school visitors. Perform assigned job duties in a courteous and professional manner. Properly care for equipment and material resources of the school system. Maintain confidentiality regarding school and/or workplace matters in accordance with federal and state law. Perform other job-related duties as assigned by supervisor(s). The Pelham City Board of Education does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities and provides equal access to the Boy Scouts and other designated youth groups. Board Approved: November 17, 2025

Created: 2026-03-04