Superintendent’s Administrative Assistant/HR Coordinator

Plainville-Public-Schools; Plainville (MA); On-site; USD 68,000 - 72,000; Full time

Job summary

Plainville Public Schools in Plainville, MA seeks a Superintendent’s Administrative Assistant/HR Coordinator to provide high‑level administrative support to the Superintendent and handle confidential HR tasks. The role blends executive assistance with HR duties and requires discretion, organizational skills, and experience managing sensitive information.

Responsibilities include calendar management, meeting preparation, HR reporting, recruitment coordination, onboarding, and collaboration with

Qualifications

• 3–5 years of progressive administrative/executive secretarial experience, preferably in a school district or public sector.
• Experience with human resources functions strongly preferred.
• Notary Public certification preferred (or willingness to obtain).
• Knowledge of HR best practices and laws relevant to school district operations.

Responsibilities

• Provide executive support to the Superintendent and manage confidential HR files.
• Maintain the Superintendent's calendar, coordinate meetings, and prepare minutes and materials.
• Coordinate recruitment/hiring processes, onboarding, and HR reporting with district staff.
• Assist with benefits, compensation, and compliance tasks in collaboration with the district business administrator.

Skills

Confidentiality

Written & verbal communication

Organizational skills

Notary Public

Education

Associate's or Bachelor's degree in Business Administration, Human Resources, or related field

Tools

Google Workspace

Microsoft Office

Munis

Job description

Plainville Public Schools Plainville Public Schools - Plainville, Massachusetts Open in Google Maps

Superintendent’s Administrative Assistant/HR Coordinator

Plainville Public Schools Plainville Public Schools - Plainville, Massachusetts Open in Google Maps

Job Details

Job ID: 5914983

Application Deadline: Posted until filled

Posted: Sep 03, 2026 12:00 AM (UTC)

Starting Date: Immediately

Job Description

The Superintendent’s Administrative Assistant/HR Coordinator provides high-level administrative and confidential support to the Superintendent while also serving as a key point of contact for human resources functions within the district. This position requires exceptional discretion, organizational skills, and the ability to manage sensitive personnel, legal, and school committee-related information. The role blends executive office management with HR administrative duties. Excellent secretarial, clerical and computer skills, accuracy and speed in the performance of all duties, and the ability to demonstrate strong problem‑solving skills are required. The Superintendent’s Administrative Assistant/HR Coordinator is able to work under minimum supervision and direction and will manage confidential, complex and time‑sensitive tasks; initiative and independence are required. Knowledge of best and current practices in HR is required, and training will be provided if/where needed. Prior successful experience in a similar role or related work environment is required.

Essential Duties and Responsibilities

• Executive & Administrative Support to the Superintendent
• Support the management of the Superintendent's calendar; anticipate scheduling conflicts and prioritize competing demands.
• Draft, proofread, and prepare correspondence, memos, reports, and presentations as needed; maintain organized digital and physical filing systems for both executive and HR records
• Prepare agendas, notices, and materials for school committee meetings; post meetings according to legal timelines; attend meetings to take and prepare accurate minutes; ensure management/filing of all meeting materials
• Communicate with MASC to ensure accurate maintenance of school committee policies; work with the district’s selected system for maintaining and posting school committee meeting documents
• Serve as liaison between the Superintendent's office and school administrators, staff, parents, community members,school committee members, and outside agencies.
• Screen and route phone calls, emails, and visitors with tact and professional judgment; handle sensitive inquiries independently when appropriate.
• Maintain the Superintendent's files, records, and confidential correspondence in accordance with district retention policies.
• Coordinate logistics for district events, retreats, and community meetings involving the Superintendent's office.
• Answer phone calls to the Superintendent’s office, greet visitors using the visitor management system, order and manage office supplies and equipment for the Superintendent's office
• Manage communications with families of home‑schooled students; ensure proper maintenance of home school plans and progress reports
• Complete required DESE reports such as the School Attending Children report
• Handle highly confidential matters involving personnel, legal, labor relations, and school committee with absolute discretion.
• Perform other duties and responsibilities as assigned by the Superintendent
• Human Resources Support
• Prepare and maintain reports related to staffing, vacancies, leave usage, and personnel actions
• Coordinate the recruitment and hiring processes: posting vacancies, tracking applications, scheduling interviews, and communicating with candidates. Ensure verification of all required steps in the employee hiring processes including interview processes, initial onboarding tasks. and follow-through/verification of all required steps in the hiring process.
• Work in collaboration with the district business office to support onboarding of new employees, including preparation of contracts, paperwork, and orientation materials.
• Track certifications, licensures, background checks, and required trainings for compliance purposes.
• Maintain and update confidential personnel files, ensuring compliance with state and federal recordkeeping requirements.
• Assist the school business administrator with benefits administration coordination, open enrollment communications, and employee inquiries
• Work with the Superintendent and school business administrator regarding oversight of employee salary placement, benefits deductions, and tuition reimbursement process to ensure accuracy and compliance
• Develop detailed knowledge of all employee contract language with regard to such sections pertaining to employee leaves of absence, non-renewal requirements, grievance proceedings and other time-sensitive deadlines
• Assist employees who seek leaves of absence (FMLA, sick leave, personal leave) and maintain related documentation.
• Assist with labor relations tasks such as preparing materials for grievance procedures, negotiations, or disciplinary actions, under the direction of the Superintendent
• Perform other duties and responsibilities as assigned by the Superintendent

Education and Experience

• Associate's or Bachelor's degree in Business Administration, Human Resources, or related field preferred; equivalent combination of education and experience considered.
• Minimum of 3–5 years of progressively responsible administrative/executive secretarial experience, preferably in a school district or public sector setting.
• Prior experience with human resources functions strongly preferred.
• Experience working with a school committee or governing body is a plus.

Knowledge, Skills, and Abilities

• Demonstrated ability to maintain strict confidentiality regarding personnel, legal, and board matters.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Proficiency in Google and Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with Munis financial systems.
• Working knowledge of employment law basics (FMLA, ADA, Title IX, FERPA) as applied in a school setting.
• Professional demeanor and sound judgment in interactions with staff, school committee members, families, students, and the public.
• Notary Public certification preferred (or willingness to obtain).

Physical Demands and Work Environment

• Primarily office-based work; occasional evening hours required for school committee meetings or district events.
• Ability to sit for extended periods, use standard office equipment, and occasionally lift up to 20 lbs.
• Work environment is a typical administrative office setting with frequent interruptions and time-sensitive demands.

Position Type: Full-time

Salary: $68,000 to $72,000 Per Year

Job Categories: Support Staff > Administrative Assistant

Job Requirements

• At least 3 year(s) of relevant experience preferred.
• Associate degree preferred.
• Citizenship, residency or work visa required

Contact Information

• Jennifer Parson , Superintendent
• 68 Messenger St
• Plainville, Massachusetts 02762
• Phone: [phone]
• Fax: [phone]
• Email: [e-mail]