Administrative Assistant to the Superintendent/HR Coordinator

Administrative Assistant to the Superintendent/Human Resources Coordinator

Do you want to be part of a high performing team of leaders committed to excellence, service, and continuous improvement? Woodstock Public Schools invites highly motivated, organized, and detail-oriented professionals to apply for the position of Administrative Assistant to the Superintendent and Human Resources Coordinator. This fast-paced position serves as a key member of the District Office team. The successful candidate will coordinate essential human resources functions; support required state reporting and provide critical administrative and secretarial support to the Superintendent of Schools.

Primary Responsibilities

• Coordinate recruitment, application review, interview scheduling, reference verification, and hiring documentation
• Process employee onboarding, orientation, transfers, resignations, retirements, and separation processes
• Maintain accurate and confidential personnel files, employment records, certification information, and compliance documentation
• Assist with employee background checks, required clearances, and mandated employment procedures
• Monitor employee certifications, permits, endorsements, and renewal requirements
• Prepare and submit accurate personnel information for required local, state, and federal reports
• Maintain HR databases, employee records, staffing lists, and organizational information
• Assist with leave requests, attendance records, workers' compensation documentation, and employee benefit coordination
• Prepare correspondence, reports, meeting materials, employment documents, and other confidential communications
• Manage the Superintendent's calendar, appointments, correspondence, telephone calls, and meeting logistics
• Provide administrative support for Board of Education meetings, preparation of board packets, district initiatives, and District Office operations
• Respond professionally and respectfully to employees, applicants, families, community members, and outside agencies
• Manage multiple priorities, meet firm deadlines, and ensure that all work is complete, accurate, and carefully reviewed
• Other duties as assigned

The duties described above are intended to illustrate the position's primary responsibilities and are not an exhaustive list. The employee may be required to perform additional duties consistent with the role and the operational needs of the district.

Required Qualifications and Characteristics

• An exceptional work ethic and a strong commitment to excellence
• Uncompromising integrity, discretion, and confidentiality
• Outstanding attention to detail and accuracy
• Strong organizational and time management skills
• The ability to manage multiple priorities in a fast-paced environment
• The ability to remain calm, professional, and effective under pressure
• Excellent written, verbal, and interpersonal communication skills
• The ability to build positive relationships and work collaboratively with others
• Coachability, sound judgment, initiative, and a willingness to learn
• A sincere desire to contribute, grow professionally, and be successful as part of a high performing team
• The ability to anticipate needs, solve problems, follow through, and complete assignments with minimal supervision

Preferred Qualifications

• High School Diploma, Associate's Degree in related area, preferred
• 5+ years secretarial experience or 5+ years related experience preferred
• Experience with human resources functions and confidential personnel records
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, PowerPoint, and Teams
• Strong spreadsheet, database, records management, and document preparation skills
• Experience with school district operations, state reporting, or public sector administration
• Prior experience supporting senior level administrators or organizational leaders

Language Skills

Ability to read and comprehend instructions, correspondence, and memos. Ability to compose correspondence. Ability to present information in small-group or one-on-one situations to staff members and visitors.

Other Skills and Abilities

Working knowledge of general office procedures, Board of Education and Connecticut State Department of Education policies, procedures, and structures. Ability to deal with a variety of concrete variables in situations where only limited standardization exists. Ability to perform detail work involving written or numerical data and to make arithmetical calculations rapidly and accurately. Ability to establish and maintain effective working relationship with other employees and the public.

Physical Demands

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with a disability to perform essential functions. While performing the duties of the job, the employee is regularly required to sit, use arms, legs, hands and fingers to handle, reach and type; talk and hear. The employee is occasionally required to walk, stand, and stoop. The employee must regularly lift up to 10 pounds. Specific vision abilities required by this job include close vision, color vision and ability to focus. The noise level in the work environment is usually moderate. Position demands meeting deadlines with severe time constraints.

The Woodstock Board of Education does not discriminate on the basis of age, gender, race, religion, disability, ethnicity, or sexual orientation.

The information contained in this job description is not an exhaustive list of the duties performed for this position. Additional duties may be assigned.