Administrative Assistant to the Assistant ...

Position Type: Support Staff (Non-Union)/Administrative Assistant (Cabinet Level) Date Posted: 2/11/2026 Location: Office of Schools Date Available: 06/01/2026 Closing Date: Until Filled 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. Job Duties / Responsibilities 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 planning, coordination, and logistical support, as assigned. Human Resources, Staffing, and Student Program Support Coordinate and manage logistical aspects of Office of Schools hiring processes, including scheduling interviews and supporting interview logistics, in coordination with the Human Resources Department and in compliance with district hiring procedures. Coordinate the job duties of the Central Schools Center House student intern work program, including task assignment, supervision, and monitoring of work completion. Coordinate support for administrative assistants to the elementary and secondary Executive Directors within the Office of Schools, as needed, to promote alignment, consistency, and effective coverage across the department. Review and process extracurricular field trip requests submitted for district approval, ensuring compliance with district policies and adherence to established approval timelines. Assist elementary and secondary administrative assistants with the Residency Exception Request (RER) process, as needed, to support consistency and compliance with district procedures. Perform other duties as assigned. Education Minimum Associates Degree required. Experience / Knowledge Five years or more experience as an executive assistant or in a comparable high-level administrative support role. Demonstrated ability to independently manage complex, time-sensitive responsibilities while supporting executive-level leadership. Proven experience working in environments requiring a high degree of confidentiality, discretion, and professional judgment. Strong customer service background, with the ability to effectively respond to and resolve complex questions or concerns posed by staff, families, and community members. Demonstrated proficiency in maintaining hard copy and electronic documents in an organized, accurate, and accessible manner. Self-starter who effectively manages recurring responsibilities and special projects with minimal supervision. Bilingual English/Spanish written and verbal skills preferred. Working knowledge of office operations, budgeting processes, procurement procedures, and records management within a complex organization. Familiarity with school district operations, governance structures, and the importance of compliance with Board policies and procedures. Exceptional organizational, time-management, and prioritization skills. Strong written and verbal communication skills, with the ability to communicate professionally across diverse stakeholders. High attention to detail with the ability to manage multiple tasks and deadlines concurrently. Proficiency with standard office technology, productivity tools, and database or spreadsheet management systems. Demonstrates professionalism, integrity, and sound judgment at all times. Approachable, collaborative, and service-oriented in interactions with others. Adaptable and solution-focused, with a willingness to support evolving district needs. Physical Demands This job operates in a professional office environment. This role routinely uses standard office equipment, with the ability to lift up to 30 lbs. with proper technique. Terms of Employment This is a 12 month position. Salary and benefits as established by the Board of Education. Flexibility with hours to prepare for and attend early morning and/or late afternoon meetings outside of the scheduled workday required. The full salary range for this position is $54,752.00 - $82,139.00. It is our typical practice to hire in between the minimum and midpoint ($68,446.00). Attachment(s): Non Union Classified 12 Month 2025.pdf

Created: 2026-03-04