Assistant To Superintendent Jobs (NOW HIRING)

Job Title:            Secretary to Superintendent                                  Wage/Hour Status: Non-Exempt

Reports to:         Superintendent                                                      Pay Grade: Adm. Support PG9/225 days

Dept./School:      Administration                                                     Date Revised: April 2026

Primary Purpose:

To prepare and organize all pertinent information in order for the superintendent and Board of Trustees to meet the goals of the District. Maintain strict confidentiality of information handled by the Superintendent and Board of Trustees, promote good public relations for the District through contacts with school personnel, students and patrons within the community and assist the Superintendent in the performance of the function of his office and perform all secretarial duties.

Qualifications:

Education/Certification:

High School Diploma or GED 

            Two years of study at an institution of higher education totaling 48 hours or

Associates Degree preferred

Special Knowledge/Skills:

Proficient in Microsoft Word and other office software and current technology

Experienced in office project management and advanced file maintenance

Strong oral and written communication skills                   

Ability to meet and understand deadlines

Ability to diffuse conflict

Ability to handle confidential information with discretion

Ability to supervise clerical staff / students working as assistants

Flexibility with assigned duties and daily schedule

Knowledge of school district organization, operations, and administrative policies

Ability to operate computer programs (i.e.  Spreadsheets, databases, and work processing)

Ability to support multiple departments and administrators

Ability to support multiple department budgets

Experience:

Four years or more of advanced secretarial experience emphasizing public relations

Prefer prior experience in executive department of public school district

Major Responsibilities and Duties:

1.         Organize and manage routine work activities of the Superintendent's office.  Maintain      confidentiality of information for the Office of the Superintendent.

2.         Maintain a schedule of appointments and make arrangements for meetings scheduled by the Superintendent and School Board.

3.         Oversee and guide the Superintendent by keeping them informed of all scheduled meetings and appointments, as well as all other important information.

4.         Compose letters and other correspondence to be used by the Superintendent and the School Board.

5.         Prepare weekly agendas for Superintendent's Cabinet meetings 

6.         Gather information from each department and prepare and send Weekly Report to the Board of

            Trustees

7.         Prepare agendas and record minutes of executive staff meetings as required.

8.         Organize, schedule and make physical preparations for various superintendent-directed committees such as the District Education Improvement Committee, Teachers Advisory Committee and Student Advisory Committee. Prepare agendas, minutes, and other documents as needed.  Maintain committee records.

9.         Schedule appointments and maintain calendar for the superintendent.

10.       Review mail, copy, and make district-wide distributions as directed.

11.       Order Supplies and maintain copier for mailroom.

12.       Order all supplies for Superintendent's office and Board of Trustees

13.       Perform bookkeeping tasks associated with the specific needs of Superintendent and maintain the budget for the Superintendent and Board of Trustees

14.       Attend workshops and/or seminars for professional growth and development

15.       Assist with communication between Board of Trustees, Superintendent and administrative personnel

16.       Perform as Notary Public as needed.

17.       Greet visitors and respond to routine inquiries from the staff and the public.  Refer appropriate     inquiries or problems to the Superintendent.

18.       Handle calls to the superintendent's office in a professional, courteous, and confidential manner.

19.       Type all correspondence, memos, and reports for superintendent's office.

20.       Assist in compiling information and preparing reports as needed.  Maintain and archive all files    according to record retention directives.

21.       Schedule, register and make all travel arrangements for Superintendent and Board Members to attend state/national conventions and other meetings.  Arrange the Superintendent's and Board's itinerary for all conventions.  Travel with the Board of Trustees and Superintendent will be required as well

22.       Maintain a filing system

23.       Keep informed of and comply with state and district policies and regulations concerning primary  job functions.

24.       Prepare, disseminate and maintain timelines for local policy updates from Texas Association of School Boards, prior to approval by the Board of Trustees

25.       Assist in planning and presentation of awards during the Employee Recognition Ceremony as well as other receptions and meetings. 

26.       Assist and attend all high school graduations as well as ordering all Board members gowns

27.       Distribute correspondence and personal greetings to district employees, community members and             students.

28.       Assist in planning annual budget for the superintendent and Board of Trustees. Make budget expenditures and maintain accurate records.

29.       Maintain inventory of supplies.

30.       Prepare and maintain record management procedures for the superintendent's office.

31.       Organize visits from outside officials.

32.       Maintain records retention control for the Superintendent's office.

Board Related Duties:

1.  Schedule and make physical preparations for board meetings including uploading Board          computers and coordinating and ordering Board related meals.

2.   Responsible for preparing Board agenda packets for all Board Meetings. 

3.  Responsible for posting notices of all meetings as required by governmental agencies. 

4.  Responsible for taking accurate minutes and making all physical preparations for all Board meetings as well as preparing minutes for approval, posting them on the web and archiving them

5.  Responsible for arranging for technology for all Board meetings

1. Responsible for Securing building following all Board meetings

2.  Responsible for the security of all Closed Session agendas as well as the security of all Public           

       Participation forms

1. Assist members of the Board with all correspondence, telephone polling and other duties as needed

1. Maintain records and report all certified Board training credit earned by Board members to the        Texas Association of School Boards.   

1.    Keep the Board informed of all of their training hours and assist them in training opportunities

2.    Organize and help conduct New Board Member Orientation

11.     Forward incoming mail for Board members weekly.

1.   Provide forms and instructions for school board candidates. Maintain related election records for all    

     candidates

In General:     

1.         The employee is expected to adhere to district employee/department/campus handbooks, board    policies, AISD procedures, the Texas Educator's Code of Ethics and all applicable laws.

2.         Other duties as assigned.

Election Duties:

1.      Serve as the election administrator and liaison for the District

2.      Maintain and adhere to all dates and deadlines regarding the election as required by law

3.      Prepare and post all legal notices

4.       Prepare all candidate packets

5.       Assist all candidates when they file for election as well as verify information 

6.      Assist all candidates when they file their treasurers report 

7.      Conduct Drawing for a Place on the Ballot

8.      Serve as a liaison between the District and the County

9.      Gather and disseminate all election returns and Canvass and approve the election returns during a 

Board meeting

1.      Maintain all election records

Supervisory Responsibilities:

                None

Equipment Used:

Personal computer, scanner, copier, and audio-visual equipment

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Reading; ability to communicate effectively (verbal); maintain emotional control under stress.

Readily adapt to a variety of circumstances. Frequent standing; stooping; bending; kneeling; pushing and pulling; regular heavy lifting (45 lbs. or more). Biological exposure to bacterial and communicable diseases.