Sterling High School District
Board of Education
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ADMINISTRATIVE ASSISTANT NO. 1106
TO THE SUPERINTENDENT Revised: October 15, 2026
Position Title: Administrative Assistant to the Superintendent
Reports To: Superintendent of Schools
Employment Status: Full-Time - 12-Month
Location: Superintendent's Office
Position Summary
The Administrative Assistant to the Superintendent provides confidential, professional, and highly
organized administrative support to the Superintendent of Schools and the Office of the Superintendent.
The position is responsible for coordinating communications, maintaining personnel and administrative
records, supporting Board of Education activities, preparing reports and presentations, assisting with
district compliance requirements, and managi ng various systems and processes associated with the
Superintendent's Office.
The Administrative Assistant serves as an important point of contact for the Superintendent's Office and
must exercise professionalism, discretion, confidentiality, sound judgment, and effective communication
when interacting with staff, students, parents/guardians, Board members, government agencies,
community members, and the public.
The position requires the ability to manage multiple priorities, meet deadlines, maintain accu rate
records, and work independently while providing direct support and assistance to the Superintendent.
Qualifications
- High school diploma or equivalent required; additional education, training, or coursework in
business administration, office administration, human resources, or a related field preferred.
- Demonstrated experience providing administrative support in a professional office environment.
- Strong written and verbal communication skills.
- Excellent organizational skills and attention to detail.
- Ability to manage multiple responsibilities and establish priorities.
- Ability to work independently and exercise sound judgment.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Ability to learn and effectively utilize web-based administrative, personnel, reporting, and
records-management systems.
- Knowledge of school district operations, Board of Education procedures, personnel practices, and
New Jersey public school requirements is preferred.
- Ability to establish and maintain effective working relationships with administrators, staff, Board
members, students, families, and the public.
Essential Duties & Responsibilities
- Monitor and manage incoming telephone calls to the Superintendent's Office, providing
information when appropriate and referring inquiries to the appropriate administrator or staff
member for response.
- Provide direct administrative support to the Superintendent in preparing written correspondence,
memoranda, communications, notices, reports, and other documents for internal and external
audiences.
- Process, distribute, and maintain incoming and outgoing correspondence and communications
for the Superintendent's Office.
- Assist the Superintendent with scheduling, appointments, meetings, conferences, and other
professional commitments.
- Maintain an organized and current calendar of Superintendent's Office activities.
- Assist with special projects and initiatives assigned by Superintendent.
- Perform other related administrative duties as determined by the Superintendent.
Board of Education Support
- Assist the Superintendent in the preparation of Board of Education reports, presentations,
recommendations, and supplemental materials.
- Assist in preparing materials for Board of Education committee meetings and other Board-
related activities.
- Prepare, type, distribute, and maintain meeting agendas, minutes, reports, and supporting
documentation as directed.
- Assist with the preparation and organization of materials for Board meetings, workshops,
retreats, and other official Board activities.
- Maintain appropriate records and files related to Board of Education activities.
Personnel and Human Resources Support
- Prepare and maintain the district's annual professional staff report, including information
regarding employee experience, degrees, salaries, supplemental positions, certifications, and
other personnel information.
- Maintain accurate public and confidential personnel files for professional staff in accordance
with district procedures and applicable laws and regulations.
- Maintain and update employee certification records and related documentation.
- Assist with the preparation of negotiation materials, including negotiation packets, proposals,
supporting data, and updates for presentation to the Board of Education.
- Maintain confidentiality regarding personnel matters, employee records, negotiations, and other
sensitive information.
State, County, and Compliance Reporting
- Prepare and submit reports required by the New Jersey Department of Education, county offices,
governmental agencies, and other authorized organizations, as directed.
- Collect, organize, verify, and report statistical and personnel information requested by state,
county, federal, or other agencies.
- Maintain records and documentation necessary to support required district reporting and
compliance activities.
- Monitor reporting deadlines and assist in ensuring that required submissions are completed
accurately and on time.
District Policy and Governance
- Maintain and update the district's policy manual in accordance with Board of Education action
and direction.
- Assist with maintaining and updating the district's Strauss Esmay policy website and related
online policy resources.
- Coordinate policy updates and revisions as directed by the Superintendent and Board of
Education.
- Maintain accurate records of policy changes, approvals, and related documentation.
Budget and Financial Support
- Assist the Superintendent in the preparation of the annual district budget for Board of Education
review and public presentation.
- Compile, organize, and maintain information and supporting documentation necessary for budget
development and presentation.
- Assist with the preparation of budget presentations, reports, and supplemental materials.
- Maintain appropriate records and documentation associated with the Superintendent's Office
budget responsibilities.
Records and Information Management
- Establish, maintain, and update an efficient filing and record-keeping system for the
Superintendent's Office.
- Maintain both electronic and physical files in accordance with district procedures and applicable
records-retention requirements.
- Organize confidential and non-confidential records to ensure information can be retrieved
efficiently and securely.
- Assist with document management, scanning, archiving, and distribution of administrative
records.
- Maintain appropriate confidentiality and security of sensitive district and personnel information.
Technology and Web-Based Systems
- Manage and maintain web-based platforms and electronic systems associated with the
Superintendent's Office, including, as applicable:
o Personnel databases and employee records
o Hiring and recruitment platforms
o District website resources
o State reporting platforms
o Attendance and employee data systems
o Certification and personnel record systems
o Policy management systems
o Other district administrative platforms
- Enter, update, verify, and maintain accurate information within applicable systems.
- Assist administrators and staff with accessing and utilizing systems associated with the
Superintendent's Office.
- Monitor system requirements, deadlines, and data submissions as assigned.
Confidentiality
The Administrative Assistant to the Superintendent routinely handles confidential information involving
personnel, employee records, negotiations, Board matters, student -related information, and other
sensitive district business. The employee shall maintain strict confidentiality and comply with all
applicable federal and state laws, Board policies, administrative regulations, and district procedures
governing the handling and disclosure of information.