TITLE: ADMINISTRATIVE ASSISTANT TO THE SUPERINTENDENT
Qualifications:
- High school diploma required; Associate's degree or higher preferred.
- Minimum of three (3) years of successful experience in executive secretarial, administrative assistant, or school office operations preferred.
- Demonstrated proficiency in office management systems, word processing, spreadsheets, database management, and automated office technology.
- Exceptional organizational, analytical, interpersonal, and communication skills.
- Demonstrated ability to anticipate needs, manage complex priorities, and work independently in a fast-paced executive environment.
- Ability to exercise initiative, sound judgment, strategic thinking, and discretion while supporting executive leadership.
- Proven ability to manage multiple projects, deadlines, and competing priorities with minimal supervision.
- Demonstrated ability to maintain strict confidentiality and professionalism in handling sensitive information and matters.
- Knowledge of school district operations, Board of Education procedures, and state reporting systems preferred.
- Required criminal history background check and proof of U.S. citizenship or legal resident alien status.
Reports to: Superintendent
Job Goal: To provide high-level confidential executive and administrative support to the Superintendent while ensuring the effective and efficient operation of the Superintendent's Office. The Administrative Assistant serves as a trusted executive partner who anticipates needs, manages complex and time-sensitive responsibilities, coordinates districtwide administrative functions, and exercises independent judgment, initiative, discretion, and professionalism in support of the Superintendent and district operations.
Performance Responsibilities:
Executive Administrative Support
- Provides confidential executive-level administrative support to the Superintendent and coordinates the efficient operation of the Superintendent's Office.
- Manages and prioritizes the daily operations, workflow, communications, and activities of the Superintendent's Office.
- Maintains the Superintendent's calendar and coordinates appointments, meetings, conferences, interviews, travel, and district events.
- Anticipates administrative and operational needs of the Superintendent and proactively addresses issues to ensure efficient workflow and timely follow-through.
- Independently prioritizes assignments, manages competing demands, and adapts to shifting priorities in a fast-paced environment.
- Monitors ongoing projects, deadlines, and district initiatives to ensure timely completion and follow-up.
- Researches, develops, organizes, and prepares materials, reports, correspondence, presentations, and documentation in support of executive decision-making and district operations.
- Exercises a high degree of initiative and independent judgment in resolving issues and coordinating office operations.
- Screens inquiries, telephone calls, correspondence, and visitors, responding independently when appropriate and routing matters efficiently.
- Maintains a comprehensive understanding of district operations, priorities, procedures, and administrative expectations to effectively support executive leadership.
- Maintains highly confidential records, files, and information in accordance with district procedures and applicable regulations.
Board and District Administrative Support
- Assists in the preparation, organization, and distribution of Board agenda materials, reports, presentations, resolutions, and official district correspondence.
- Supports Board meeting preparation and related administrative processes.
- Coordinates and maintains district records, calendars, directories, agreements, operational documents, and administrative systems necessary for efficient office operations.
- Assists with the preparation and submission of district, state, and federal reports and compliance documentation.
- Coordinates data collection, recordkeeping, and administrative processes to support district operations and regulatory requirements.
- Supports the administration and maintenance of districtwide operational systems, reporting platforms, forms, and records.
- Assists with special projects, district initiatives, and operational assignments as directed by the Superintendent.
Operational Responsibilities
- Oversees and coordinates administrative processes assigned to the Superintendent's Office, ensuring accuracy, efficiency, and compliance with district procedures and timelines.
- Maintains organizational systems and operational procedures to support efficient office management and district communication.
- Coordinates confidential correspondence, notices, records, and documentation related to Board, administrative, and district operations.
- Performs other duties within the scope of the position as assigned by the Superintendent.
TERMS OF EMPLOYMENT: Non-AffiliatedFull Time – 12 Months
EVALUATION: Performance of this job will be evaluated annually in accordance with state law and provisions of the board's policy on evaluation of non-certified staff.
APPROVED BY: ___BOUND BROOK BOARD OF EDUCATION___
DATE: ____4/27/09____________
REVISED DATE: REVISION - PENDING BOARD APPROVAL
The Bound Brook School District is an Equal Opportunity Employer. We are committed to
building a diverse team and an inclusive environment for all staff and students.
Non-Affiliated Staff:
Salary: Based on years of experience ranging from NJ State Minimum Wage to 100,000.00+
Benefits: Full time staff are eligible for Medical, Prescription, Vision, and Dental Benefits. Sick, Personal, Vacation and Bereavement Days are included.