Administrative Assistant to the Superintendent / HR

Administrative Assistant to the Superintendent / HRPrimary PurposeProvide high-level executive administrative support to the Superintendent while managing key Human Resources, purchasing, and financial operations functions. Serve as a central point of coordination for school board communication and district operations. Ensure efficiency, compliance, and confidentiality in all aspects of the role while supporting strategic district goals.QualificationsEducation/CertificationHigh School Diploma or GED (required)Associate's or Bachelor's degree (preferred)HR experience a ??Special Knowledge/SkillsStrong knowledge of administrative operations, Human Resources practices, and purchasing proceduresUnderstanding of school finance, budgeting, and financial trackingAbility to manage high-level, confidential information with discretionKnowledge of TEA/charter compliance, PEIMS (preferred)Advanced proficiency in Microsoft Office and Google WorkspaceStrong organizational, problem-solving, and multitasking skillsExcellent written and verbal communication skillsAbility to work independently and prioritize competing demandsExperience* Experience in HR, finance, purchasing, or school district/charter operations (preferred)Major Responsibilities and DutiesExecutive Administrative SupportProvide direct, high-level support to the Superintendent in daily operations and strategic initiativesManage complex calendars, meetings, travel, and prioritiesPrepare reports, presentations, correspondence, and district communicationsHandle sensitive information with a high level of confidentialityServe as liaison between Superintendent, staff, board members, and community stakeholdersCoordinate and manage special projects and district initiativesSchool Board Communication & Governance SupportCoordinate all school board meeting logistics, including scheduling, posting notices, and compliance with open meetings requirementsPrepare board agendas, board packets, and supporting documentationRecord, transcribe, and maintain official board meeting minutesEnsure timely and accurate communication between Superintendent and Board of TrusteesMaintain official records, policies, and governance documentsSupport board trainings and required filingsHuman Resources DutiesAssist with recruitment, hiring, and onboarding processesPrepare employment contracts, letters of reasonable assurance, and personnel documentationMaintain accurate and confidential personnel filesTrack certifications, background checks, and compliance requirementsSupport employee benefits enrollment and communicationAssist with employee attendance, leave tracking, and reportingProvide support with evaluations, documentation, and HR complianceAssist with investigations and employee relations documentation as directedPurchasing & ProcurementProcess purchase orders in accordance with district policies and budget guidelinesObtain quotes, coordinate with vendors, and ensure cost-effective purchasingMaintain purchasing records, approvals, and documentationMonitor order status, deliveries, and resolve discrepanciesEnsure compliance with state purchasing laws, charter requirements, and internal controlsMaintain vendor files, contracts, and W-9 documentationAssist staff with purchasing procedures and requisitionsFinancial Operations SupportAssist with budget tracking, expenditure monitoring, and financial reportingReconcile purchase orders, invoices, and receiptsSupport audits by maintaining organized financial and purchasing documentationCollaborate with business office or finance personnel to ensure accuracy and complianceMonitor spending to align with approved budgets and funding sourcesCompliance & ConfidentialityEnsure compliance with district policies, TEA guidelines, HR laws, and procurement regulationsMaintain strict confidentiality of personnel, financial, and student informationSupport internal and external audits and reporting requirementsDistrict & Campus SupportAssist with district-wide communications and announcementsSupport events, board meetings, and community engagement effortsCoordinate substitute coverage or staffing needs as assignedPerform other duties as assigned by the Superintendent..Working ConditionsOffice environment; frequent interruptions and multiple deadlinesProlonged sitting, occasional liftingOccasional evening hours for board meetings or district events