Administrative Assistant to the Superintendent

Position Type: Central Office Staff/Administrative Assistant Date Posted: 7/21/2026 Location: Central Office (High-Needs School) Date Available: 08/01/2026 Closing Date: as filled Administrative Assistant to the Superintendent Exemption Status/Test: Nonexempt Reports to: Superintendent Department: Superintendent's Office 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 Executive Administrative Support Serve as the Executive Administrative Assistant to the Superintendent. Manage the Superintendent's calendar, appointments, meetings, and daily schedule. Prepare correspondence, reports, presentations, agendas, and confidential documents. Screen telephone calls, visitors, and correspondence for the Superintendent. Coordinate meetings, workshops, travel arrangements, and district events. Prepare and distribute Board meeting notices, agendas, supporting documentation, and meeting materials as assigned. Maintain Superintendent correspondence, official files, and administrative records. Receive and distribute incoming mail, packages, and deliveries. 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 daily administrative support for Human Resources operations. Process employment applications and maintain applicant records. Coordinate criminal history background checks, employment references, and certification verification. Assist with employee recruitment, hiring, onboarding, and orientation. Prepare employment contracts, letters of reasonable assurance, assignment letters, and personnel documents. Maintain employee personnel files and Human Resources databases. Assist with position control and job description maintenance. Coordinate employee benefits enrollment, qualifying life events, and annual open enrollment. Assist with leave administration, including state leave, local leave, FMLA, workers' compensation, and temporary disability leave. Track teacher and professional certification renewals. Coordinate substitute employee records and onboarding as assigned. Prepare personnel reports, Board agenda items, and employment recommendations. Payroll Administration Prepare and process payroll accurately and timely. Process payroll changes including new hires, salary adjustments, supplemental pay, deductions, direct deposit changes, resignations, retirements, and terminations. Audit payroll information for accuracy. Maintain payroll records and supporting documentation. Process payroll corrections and supplemental payrolls. Prepare payroll reports required by: Texas Retirement System (TRS) Internal Revenue Service (IRS) Texas Workforce Commission (TWC) Affordable Care Act (ACA) Workers' Compensation Assist with payroll reconciliations, W-2 processing, and year-end payroll reporting. Respond to employee payroll questions and resolve payroll-related issues. General Administrative Responsibilities Maintain confidential personnel, payroll, and Superintendent records. Prepare correspondence, reports, forms, and presentations. Maintain electronic and paper filing systems in accordance with records retention requirements. Coordinate district communications and administrative mailings as assigned. Assist with Board elections, annual employee recognition programs, and special district events as assigned. Provide exceptional customer service to employees, applicants, parents, vendors, Board members, and the public. Coordinate with campus administrators and department directors regarding personnel and payroll matters. Attend required professional development and maintain current knowledge of applicable employment and payroll laws. Follow District safety procedures and emergency protocols. 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 and peripherals ASCENDER Human Resources and Payroll System Frontline Human Resources System Multi-line telephone system Microsoft Office Suite Copier, scanner, calculator, and other standard office equipment Posture Prolonged sitting with occasional standing, walking, bending, reaching, and filing. Motion Frequent keyboarding, telephone operation, repetitive hand motions, and use of standard office equipment. Lifting Occasional lifting and carrying of materials weighing up to 25 pounds. Environment Executive office environment with frequent interruptions, confidential information, multiple priorities, public interaction, and recurring payroll deadlines. Mental Demands Maintain confidentiality and professional judgment. Work accurately while meeting multiple deadlines. Maintain emotional control under pressure. Effectively communicate with employees, administrators, Board members, and the public. Exercise sound judgment in handling confidential personnel and payroll matters. 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. Liberty Hill Independent School District