District Office Administrative Assistant

Position Title: District Office Administrative Assistant

Reports To : Superintendent/District Clerk

Class: Classified / Non-Exempt / Full Time 12 Months

Location: District Office

Minimum Qualifications: HS Diploma

Belgrade School District provides instructional, athletic, and activities opportunities for more than 3,200 students from the community of nearly 14,000 residents. Through the commitment of more than 600 full- and part-time staff members, students engage in learning and participate in extracurricular events throughout the calendar year. As Belgrade's largest employer, we're proud of the partnership we have with local families, businesses and civic organizations. Working with Belgrade School District is a rewarding opportunity to be part of our mission "to educate students to become responsible members of society."

We offer competitive pay, comprehensive benefits including a district contribution toward health insurance premiums, and available dental, vision, and life insurance as well as other supplemental insurance plans. District employees also participate in PERS or TRS retirement plans which is vested after 5 years. Employees can also choose to contribute to a 403B plan with an additional district contribution.


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Position Overview: The District Office Administrative Assistant provides administrative and organizational support to the Superintendent, Assistant Superintendent and Finance Director. This position requires exceptional judgment, discretion, communication skills, confidentiality, and the ability to anticipate and address the needs of the Superintendent's office.

Essential Duties and Responsibilities:
The duties listed below are representative of the general nature and scope of work performed in this position. Other related duties may be assigned.


Administrative and Office Management:

• Serve as first point of contact to people doing business at the District Office by receiving and directing visitors, screening and prioritizing calls, emails, and mail; responding to inquiries or refering to the appropriate staff/department.
• Provide administrative support to the Superintendent's office and assist with internal processes and communication.
  Provide support such as drafting, proofreading, and editing of correspondence, reports, and communications for supervisor review.
• Prepare and maintain digital and physical records.
• Follow district purchasing procedures for the procurement of supplies, equipment, and printing maintenance services,
  to ensure the department is adequately provided for in those areas.
• Follow district financial procedures for managing office budgets, requisitions, purchase orders, and credit card transactions.
• Coordinate projects, meetings, special events, and communications across departments and with external partners.
• Provide assistance with meeting logistics, including scheduling and calendar management, as directed.
• Provide guidance and coordination to other clerical and administrative staff as assigned.
• Manage records and processing of lane change requests to ensure accurate salary placement.

Meetings and Communication:

• Under the direction of the District Clerk, prepare agendas and record/distribute accurate minutes (including Board, leadership, and committee meetings).
• Compile and summarize background data for Superintendent's office use.
• Prepare agendas for internal meetings, take, and distribute summary notes, and track action items.
• At the direction of the Communications Department, assist in maintaining updated website information through routine updates, content posting, and timely revisions as needed.

Qualifications & Skills:
MINIMUM REQUIRED EDUCATION AND EXPERIENCE:

• High school diploma or equivalent required; Associate's or Bachelor's degree in business, communications, or related field preferred.
• Minimum of three (3) years of progressively responsible administrative assistant/office management experience, preferably in education or public sector administration.
• Experience with Board relations, public communications, and budget/financial recordkeeping preferred.

KNOWLEDGE SKILLS AND ABILITIES:

• Knowledge of modern office practices, record management, meeting protocols, and district procedures.
• Strong proficiency in Microsoft Office, Google Suite, and ability to design professional documents/presentations.
• Ability to maintain strict confidentiality and exercise sound judgment and diplomacy.
• Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and adapt to interruptions.
• Excellent written and verbal communication skills, with attention to detail, grammar, and formatting.
• Ability to build and maintain positive, professional relationships with staff, trustees, parents, students, and community partners.

Physical Demands and Work Environment:

• Work is primarily performed in an office setting with frequent interruptions, deadlines, and multiple demands.
• The employee must be able to sit, walk, and stand for extended periods; lift up to 20 pounds; and perform repetitive hand/wrist motions.
• Vision and hearing sufficient to perform the essential functions of the position are required.
• Occasional evening or weekend work may be required for Board meetings or district events.

Review of applications will begin on June 1 and continue until position is filled. Early application is encouraged.