Office Manager / Creative Admin

Manager - Office of the Superintendent

Work Location: Student Support Center

Work Hours: 7.5 hours/day

Contract Length: 236 days

Salary: $59,238 minimum - $71,358 maximum

Specialist Position Summary

The Manager provides high-level administrative support to be a valuable asset to the Superintendent in a non-leadership capacity, a specialist must act as a force multiplier, handling complex analytical and highly organized clerical work that directly frees the Superintendent for high-level strategy. This role requires professionalism, discretion, and the ability to manage multiple priorities in a fast-paced educational environment.

Supervision Exercised & Received

Reports directly to the Superintendent. Receives general guidance but exercises independent judgment in completing routine and complex tasks.

Essential Duties & Responsibilities

Prepare, proofread, and distribute School Board meeting agendas, minutes, reports, and correspondence.

Coordinate scheduling for the Superintendent and School Board, including meetings, appointments, and events.

Maintain confidential files, records, and communications related to School Board actions, policies, and personnel matters.

Serve as liaison between the Superintendent, School Board members, staff, parents, and the public.

Assist in the preparation and submission of reports to the state and other agencies as required.

Answer telephones and provide accurate information regarding school policies, procedures, and services.

Maintain calendars, schedule meetings, and track deadlines for the Superintendent and School Board.

Draft, type, and format correspondence, reports, memoranda, and other documents.

Process incoming and outgoing mail, email, and packages.

Maintain office equipment and order office, educational, and operational supplies as needed.

Providing research for drafting new or revised district policies and administrative regulations at the direction of the Superintendent.

Ensuring all Board actions comply with state laws. This includes performing final proofreads of all items presented for Board consideration to ensure absolute accuracy.

Manages the superintendent's calendar, schedules meetings, arranges travel, and handles correspondence.

Retrieves and summarizes relevant background information for the Superintendent's review, ensuring they are fully briefed with dossiers for every meeting or official proceeding.

Conducts research, prepares presentations, and coordinates special projects for the superintendent.

Compiling and analyzing complex statistical data (e.g., enrollment trends, legislative impacts) to inform critical district decisions as directed.

Training other administrative secretaries on how to prepare Board packet agenda items and performing the final, critical proofread for accuracy before items are presented for official consideration.

Verifying the minimum number of members required to legally conduct business and identifying potential attendance issues that could stall proceedings.

Ensuring the agenda was posted within legal timeframes (e.g., 48-72 hours under open meeting laws) to prevent procedural challenges.

Maintaining a physical or digital copy of the parliamentary authority (e.g., Robert's Rules) and district bylaws to provide instant answers to procedural questions during the meeting.

Compiling notes for the Superintendent and Board Chair that outline complex voting requirements (e.g., identifying when a two-thirds majority is needed instead of a simple majority)

Preparing weekly communication from Superintendent for delivery to Board Members.

Performs secretarial follow-up on all Board of Education decisions, ensuring required administrative actions are documented and implemented.

Acts as the primary conduit between the Superintendent and department heads, independently redirecting requests and facilitating information flow without needing constant oversight.

Assist in the management of school activity funds and federal program funds, ensuring compliance with regulations.

Other duties as assigned to support the School Board and Superintendent.

Qualifications

Education & Training:

High School Diploma or GED required; associate or bachelor's degree preferred. Coursework or training in office administration, business management, or related fields is desirable. Associate's or bachelor's degree in office administration, Business Management, Education Administration, or a related field preferred Coursework, certification, or professional training in office administration, business operations, or public sector management is highly desirable. Training in Robert's Rules of Order or other parliamentary procedure preferred.

Experience:

Minimum 5 years of progressively responsible administrative or executive secretarial experience is required; experience in a K-12 education setting, school district, or government office strongly preferred. Demonstrated history of handling sensitive and confidential information - including personnel matters, legal documents, and board communications - with the utmost discretion and professionalism. Proven experience supporting senior leadership (superintendent, executive director, or equivalent) in a fast-paced, high-visibility environment. Experience managing office workflows, scheduling complex calendars, coordinating meetings or events, and maintaining administrative systems and records. Familiarity with student information systems, district management platforms (e.g., Infinite Campus, Frontline, Tyler Technologies), or comparable government/public-sector software is advantageous. Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace; comfort learning and adopting new technology tools.

Skills & Abilities:

Excellent organizational and time-management skills; ability to manage multiple tasks simultaneously. Strong written and verbal communication skills. Professional demeanor with excellent interpersonal skills. Attention to detail and accuracy.

Working Conditions:

Environmental Conditions: On-site attendance is mandatory for this position. Office environment; work with computers and other office equipment. Evening and weekend work may be required.

Physical Conditions: Essential functions require maintaining physical condition necessary for sitting for prolonged periods of time.

Application Requirements:

High School Diploma or GED copy must be attached.