Job Description

Title: Assistant to the Superintendent / Board Secretary

FLSA Status: Exempt

Classification: Administrative Support

Immediate Supervisor: Superintendent of Schools

Job Summary
The Assistant to the Superintendent / Board Secretary provides high-level confidential support to the Superintendent, District Leadership Team, and Board of Education, and also serves as the official recording secretary for the Board of Education. This role is responsible for performing complex clerical duties, preparing reports, and maintaining official records to ensure the efficient operation of the executive office. As a primary liaison, the incumbent manages the "chain of command" for inquiries, ensuring a professional, welcoming, and culturally competent environment for all staff, students, and community stakeholders.

Hiring Specifications

Education

• Required: 2-year college degree or equivalent.
• Preferred: 4-year college degree or equivalent.

Experience

• Required: 5 years of executive secretary or comparable experience.
• Preferred: 10 years of executive secretary experience.

Skills, Knowledge & Abilities

• School System Expertise: Extensive knowledge of the operation and programs of a school system.
• Conflict Resolution: Knowledge of de-escalation strategies and the ability to handle adversity and difficult situations objectively.
• Discretion: Proven ability to recognize sensitive issues and maintain strict confidentiality regarding legal and personnel matters.
• Regulatory Knowledge: Working knowledge of state Open Meetings and Public Records requirements is preferred to ensure district transparency and legal compliance.
• Cultural Competency: Demonstrated ability to work effectively and respectfully with all stakeholders regardless of race, creed, color, gender, sexual orientation, gender identity, ethnic/national origin, religion, status, or disability.
• Communication: Exceptional oral and written skills; ability to draft official policy, grant letters, and legal notices.
• Independence: Ability to manage multiple projects with minimal direction and to work with numerous interruptions.

Technology Requirements

• Required: Advanced Google Workspace (Docs, Sheets, Slides), web browsers, and Employee Portals.
• Preferred: Experience with Simbli (Board Management software), Student Information Systems.

Supervision of Others

• N/A

Personal Contacts

• All District Staff and Administrators.
• Board of Education Members and School District Attorneys.
• County Elections Officials, Department of Transportation (DOT) staff, and partnering agency staff.
• Parents, students, and community members.

Primary Job Duties

Executive Support to the Superintendent

• Calendar & Engagement: Manage the Superintendent’s daily calendar, schedule internal and external meetings, and speaking engagements to prioritize focus on student achievement.
• Communication: Screen calls and visitors with tact; maintain the chain of command by redirecting inquiries to the appropriate departments.
• Travel & Finance: Handle all travel arrangements, prepare expense reports, process purchase orders, and reconcile P-card transactions.
• Reporting: Gather and organize data for survey summaries and specialized reports; provide clerical support for document printing and distribution.

Board of Education Secretarial Duties

• Meeting Management: Schedule all regular, special, and closed sessions. Prepare, print, and post agendas to the district website and notify media sources.
• Record Keeping: Attend all Board meetings and committees (Finance, Facilities, Policy) to take and transcribe official minutes. Maintain storage of contracts and legal paperwork.
• Board Relations: Act as a daily liaison for Board members; work with the Board President and legal counsel on special concerns.
• Elections: Coordinate with the county elections office for bi-annual and special elections, ensuring all legal notices and paper deliveries are met.

Policy Governance & Compliance

• Policy Monitoring: Maintain the official district policy listing; identify policies needing a 5-year review or updates due to legislative changes.
• Committee Facilitation: Prepare agendas and facilitate Monthly Policy Review Committee meetings; manage first and second readings for Board approval; upload approved policies to website.
• Legal Requirements: Ensure compliance with public hearing notices and statutory timelines for facilities projects and district business.

Additional Areas of District Support

• • Facilities: Work with the Director of Operations to prepare and post monthly agendas; track project timelines.
  • Other Committees: Work with committee chairs (Finance, SIAC, etc.) to prepare and post monthly agendas.
  • Student Services: Process and approve Minor School License applications per DOT requirements; coordinate student birthday programs and staff awards; prepare and track yearly Meyerhoff scholarship applications.
  • Liaison Work: Act as a bridge between staff and the Superintendent regarding concerns, granting entities, and letters of support.

• Additional duties as assigned.

Physical Requirements: 

Terms of Employment: Twelve-month contract per Board policy and administrative guidelines.

Date Last Revised: 1/5/2026