Administrative Assistant to the Superintendent / HR

Administrative Assistant to the Superintendent / HR

Primary Purpose Provide high-level executive administrative support to the Superintendent while managing key Human Resources, purchasing, and financial operations functions. Serve as a central point of coordination for school board communication and district operations. Ensure efficiency, compliance, and confidentiality in all aspects of the role while supporting strategic district goals.

Qualifications

• Education/Certification
• High School Diploma or GED (required)
• Associates or Bachelors degree (preferred)
• HR experience a ??
• Special Knowledge/Skills
• Strong knowledge of administrative operations, Human Resources practices, and purchasing procedures
• Understanding of school finance, budgeting, and financial tracking
• Ability to manage high-level, confidential information with discretion
• Knowledge of TEA/charter compliance, PEIMS (preferred)
• Advanced proficiency in Microsoft Office and Google Workspace
• Strong organizational, problem-solving, and multitasking skills
• Excellent written and verbal communication skills
• Ability to work independently and prioritize competing demands

Experience Experience in HR, finance, purchasing, or school district/charter operations (preferred).

Major Responsibilities and Duties

Executive Administrative Support

• Provide direct, high-level support to the Superintendent in daily operations and strategic initiatives.
• Manage complex calendars, meetings, travel, and priorities.
• Prepare reports, presentations, correspondence, and district communications.
• Handle sensitive information with a high level of confidentiality.
• Serve as liaison between Superintendent, staff, board members, and community stakeholders.
• Coordinate and manage special projects and district initiatives.

School Board Communication & Governance Support

• Coordinate all school board meeting logistics, including scheduling, posting notices, and compliance with open meetings requirements.
• Prepare board agendas, board packets, and supporting documentation.
• Record, transcribe, and maintain official board meeting minutes.
• Ensure timely and accurate communication between Superintendent and Board of Trustees.
• Maintain official records, policies, and governance documents.
• Support board trainings and required filings.

Human Resources Duties

• Assist with recruitment, hiring, and onboarding processes.
• Prepare employment contracts, letters of reasonable assurance, and personnel documentation.
• Maintain accurate and confidential personnel files.
• Track certifications, background checks, and compliance requirements.
• Support employee benefits enrollment and communication.
• Assist with employee attendance, leave tracking, and reporting.
• Provide support with evaluations, documentation, and HR compliance.
• Assist with investigations and employee relations documentation as directed.

Purchasing & Procurement

• Process purchase orders in accordance with district policies and budget guidelines.
• Obtain quotes, coordinate with vendors, and ensure cost-effective purchasing.
• Maintain purchasing records, approvals, and documentation.
• Monitor order status, deliveries, and resolve discrepancies.
• Ensure compliance with state purchasing laws, charter requirements, and internal controls.
• Maintain vendor files, contracts, and W-9 documentation.
• Assist staff with purchasing procedures and requisitions.

Financial Operations Support

• Assist with budget tracking, expenditure monitoring, and financial reporting.
• Reconcile purchase orders, invoices, and receipts.
• Support audits by maintaining organized financial and purchasing documentation.
• Collaborate with business office or finance personnel to ensure accuracy and compliance.
• Monitor spending to align with approved budgets and funding sources.

Compliance & Confidentiality

• Ensure compliance with district policies, TEA guidelines, HR laws, and procurement regulations.
• Maintain strict confidentiality of personnel, financial, and student information.
• Support internal and external audits and reporting requirements.

District & Campus Support

• Assist with district-wide communications and announcements.
• Support events, board meetings, and community engagement efforts.
• Coordinate substitute coverage or staffing needs as assigned.
• Perform other duties as assigned by the Superintendent.

Working Conditions

• Office environment; frequent interruptions and multiple deadlines.
• Prolonged sitting, occasional lifting.
• Occasional evening hours for board meetings or district events.