Administrative Assistant to the Superintendent

TrulyHired; Milton (NH); On-site; USD 42,000 - 52,000; Full time

Job summary

TrulyHired in Milton, NH seeks an Administrative Assistant to the Superintendent to provide confidential executive support including drafting documents, managing calendars, and coordinating meetings.

You will handle communications, maintain records, post jobs, assist with payroll processing, and respond to inquiries from staff, parents, and the public, ensuring operations run smoothly.

The role emphasizes discretion, organization, and teamwork in a public-education setting.

Qualifications

• Graduation from high school or equivalent.
• Associates degree in business/office administration preferred.
• Experience supporting a superintendent or executive level is a plus.

Responsibilities

• Composes routine and complex documents for communicating information to staff, parents, and the public.
• Prepares notices, memoranda, or other correspondence about meetings and events.
• Assists in preparing agendas for Board of Education meetings and committees.
• Maintains the daily/weekly/monthly calendar of the Superintendent and district events.
• Maintains records and documents for reference, retrieval, and audits.
• Maintains job postings and distribution of applications.
• Assists with payroll processing and related tasks.
• Responds to inquiries from students, parents, and employees, facilitating communication.

Skills

Word processing

Excel

PowerPoint

Communication skills

Organizational skills

Confidentiality

Time management

Problem-solving

Teamwork

Diversity awareness

Education

High school diploma

Associate degree in business/office administration

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Email system

Job description

Job Description

Administrative Assistant to the Superintendent

Position Purpose

Under the direct supervision of the Superintendent of Schools, to provide a wide variety of complex and confidential administrative and secretarial support to the Superintendent; communicating information on behalf of Superintendent to school district employees, parents, other school districts, public agencies, etc., ensuring compliance of Superintendent's office and Board activities with administrative requirements; and address a variety of issues and/or provide general support necessary to ensure efficient and effective school district operations.

Essential Functions:

• Composes routine and complex documents (e.g. executive summaries, correspondence, policies, agendas, minutes, newsletters, event programs, handbooks, bulletins, reports, job postings, etc.) for the purpose of communicating information to school and district personnel, students, parents, the public, and others.
• Prepares copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees, Board members, parents, and the public regarding meetings, activities, events or other work-related matters.
• Assists the Superintendent in preparing and distributing agendas for Board of Education and committee meetings.
• Maintains the daily/weekly/monthly calendar of the Superintendent to coordinate the scheduling of work-related appointments, activities, meetings, etc.
• Maintains calendar of school district events for the purpose of coordinating and scheduling district activities.
• Maintains documents, and records for the purpose of providing up-to-date reference, retrieval, and audit trail for the Superintendent and for compliance.
• Maintains application system, including the posting of job vacancies, distribution of applications, etc.
• Maintains personnel records and files as required, including certification forms and retirement records.
• Assists visitors to the office, including students, parents, substitutes teachers, maintenance workers and others
• Process incoming mail for the purpose of sorting items in terms of importance and known priorities; send outgoing mail.
• Supports the office in processing free and reduced lunch paperwork.
• Supports with the office payroll process
• Responds to inquiries (including telephone calls) from students, parents, and employees, providing information, facilitating communication among parties and/or providing direction.

Additional Duties

Other duties as assigned by the Superintendent.

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the Superintendent's office and school district operations.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment

Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.

Knowledge, Skills and Abilities

• Ability to describe problems and work orally or in writing to supervisor as needed.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply and divide, and perform arithmetic computations.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, PowerPoint).
• Ability to problem-solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees and others, financial information, collective bargaining information, etc.
• Organizational, scheduling, and time management skills.
• Knowledge of office management procedures.
• Knowledge of state and federal laws relating to public education and public information.

Qualification Profile

Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:

• Graduation from high school.
• Associates degree with course work in business, word processing, office procedures and record keeping preferred.