Administrative Assistant to the Superintendent 

1. Exemption Status/Test: Nonexempt
2. Reports to: Superintendent
3. Department: Superintendent's Office
4. Date Revised: July 2026

Primary Purpose

• Provide executive administrative support to the Superintendent while coordinating payroll processing and assisting with Human Resources operations. Serve as the primary point of contact for the Superintendent's Office by providing exceptional customer service to employees, applicants, parents, vendors, Board members, and the public. Assist with recruitment, onboarding, personnel records, payroll processing, benefits administration, Board support, and confidential administrative functions while ensuring compliance with District policies and applicable federal, state, and local regulations.

Qualifications

Education/Certification

• High school diploma or GED required
• Associate degree in Business Administration, Human Resources, Accounting, or related field preferred

Special Knowledge/Skills

• Knowledge of payroll processing and payroll regulations
• Working knowledge of Human Resources administration
• Knowledge of Texas public school personnel practices preferred
• Proficiency with ASCENDER, Frontline, and Microsoft Office Suite
• Ability to operate a multi-line telephone system
• Excellent customer service, communication, and interpersonal skills
• Strong organizational and time management skills
• Ability to maintain confidentiality and exercise discretion
• Strong keyboarding, filing, and data entry skills
• Ability to manage multiple priorities and meet deadlines

Experience

• Two years of administrative, payroll, Human Resources, or executive office experience preferred
• Texas public school experience preferred

Major Responsibilities and Duties

Administrative Support

• Serve as the Executive Administrative Assistant to the Superintendent.
• Prepare and distribute Board meeting notices, agendas, supporting documentation, and meeting materials as assigned.
• Serve as the primary receptionist for the Administration Office by greeting visitors and directing them appropriately.
• Maintain visitor management procedures in accordance with District security protocols.

Human Resources Administration

• Provide administrative support for Human Resources operations, including recruitment, hiring, onboarding, and employee orientation.
• Process employment applications, background checks, employment verifications, certification reviews, and other pre-employment requirements.
• Prepare and maintain employment contracts, personnel records, assignment letters, and other Human Resources documentation.
• Coordinate employee benefits administration, leave management, certification tracking, and other personnel-related processes.
• Maintain Human Resources databases, position control records, job descriptions, and substitute employee records as assigned.
• Prepare personnel reports, Board agenda items, employment recommendations, and other Human Resources reports while ensuring compliance with District policies and applicable laws.

General Administrative Responsibilities

• Maintain confidential personnel, payroll, and administrative records in accordance with District policies and records retention requirements.
• Prepare correspondence, reports, presentations, forms, and other administrative documents as assigned.
• Coordinate district communications, mailings, Board support activities, employee recognition programs, elections, and other special events as assigned.
• Provide professional customer service and collaborate effectively with employees, applicants, parents, vendors, Board members, campus administrators, and department directors.
• Attend required training, comply with District policies and safety procedures, and maintain current knowledge of applicable employment and payroll requirements.
• Perform other duties as assigned by the Superintendent or Assistant Superintendent.

Supervisory Responsibilities

• None.

Mental Demands/Physical Demands/Environmental Factors

• Tools/Equipment Used
• Personal computer, ASCENDER, Frontline, Microsoft Office Suite, multi-line telephone, copier, scanner, calculator, and other standard office equipment.
• Physical Demands
• Prolonged sitting with frequent keyboarding and occasional standing, walking, bending, reaching, and lifting or carrying materials weighing up to 25 pounds.
• Work Environment
• Office environment with frequent interruptions, multiple priorities, recurring deadlines, public interaction, and regular exposure to confidential information.
• Mental Demands
• Maintain confidentiality and exercise sound professional judgment.
• Manage multiple priorities while meeting established deadlines.
• Communicate effectively with employees, administrators, Board members, and the public.

• Maintain emotional control and professionalism in a fast-paced work environment.

   

This job description describes the general purpose and responsibilities assigned to this position and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Employees may be assigned additional duties as required to meet the operational needs of the District.