Administrative Assistant to the Deputy Superintendent

FRANKLIN COUNTY SCHOOLS JOB DESCRIPTION

Job Title: Administrative Assistant to the Deputy Superintendent


Department: Office of the Superintendent


Reports To: Deputy Superintendent


FLSA Status: Non-Exempt


PAY GRADE: O


Job Summary:


The Administrative Assistant to the Deputy Superintendent provides high-level administrative support to the Deputy Superintendent and serves as a key member of the Office of the Superintendent. This position requires exceptional organizational skills, professionalism, sound judgment, and the ability to manage multiple priorities in a fast-paced environment while maintaining strict confidentiality.


The Administrative Assistant serves as a trusted partner to the Deputy Superintendent by coordinating executive communications, managing complex scheduling, supporting district initiatives, facilitating cross-departmental collaboration, and ensuring the efficient operation of the Deputy Superintendent's office. The position frequently interacts with district administrators, principals, Board members, staff, families, and community stakeholders and must consistently demonstrate excellent customer service and professionalism.


Executive Support:

• Provides comprehensive administrative support to the Deputy Superintendent.
• Manages the Deputy Superintendent's calendar, appointments, travel arrangements, and meeting schedules.
• Prioritizes requests for the Deputy Superintendent's time and assists in coordinating daily activities and commitments.
• Screens telephone calls, visitors, and correspondence, exercising discretion and sound judgment.
• Prepares correspondence, reports, presentations, agendas, meeting materials, and other documents.
• Maintains confidential files, records, and information in accordance with district policies. ? Coordinates meeting logistics, including room reservations, technology needs, refreshments, and meeting materials.
• Records and distributes meeting minutes as assigned.

Administrative Coordination:

• Assists with organizing and monitoring calendars, deadlines, and follow-up items for the Deputy Superintendent.
• Coordinates meetings involving Executive Directors, principals, district administrators, and external stakeholders.
• Assists in preparing Board agenda materials, presentations, reports, and supporting documentation.

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• Maintains organizational systems for files, correspondence, and administrative records. ? Coordinates travel arrangements, conference registrations, reimbursements, and purchasing requests.
• Assists with special projects and district initiatives as assigned by the Deputy Superintendent.
• Communication and Customer Service:
• Serves as the primary administrative contact for the Office of the Deputy Superintendent.
• Responds to inquiries from staff, families, community members, and external agencies with professionalism and excellent customer service.
• Facilitates communication between the Deputy Superintendent's office and district departments, schools, and community partners.
• Drafts routine correspondence, memoranda, and communications for review. ? Greets visitors and ensures a welcoming, professional office environment.

Office Operations:

• Maintains office procedures and administrative systems that support efficient daily operations.
• Orders office supplies and maintains inventory.
• Processes purchase orders, invoices, reimbursements, and other administrative paperwork.
• Maintains electronic and paper filing systems in accordance with district records retention requirements.
• Assists with onboarding logistics for employees assigned to the Deputy Superintendent's division as requested.
• Provides support at the receptionist desk by answering the front door, responding to incoming telephone calls, greeting and directing visitors, and performing other front office duties as needed.

Continuous Improvement:


Rather than an entire "Innovation" section, I'd simply include one or two bullets:

• Demonstrates initiative by identifying opportunities to improve office efficiency, communication, and administrative processes.
• Supports the Deputy Superintendent in implementing new administrative procedures and technology tools that improve organizational effectiveness.

Knowledge, Skills, and Abilities:

• Excellent organizational and time-management skills.
• Exceptional attention to detail and accuracy.
• Ability to prioritize multiple assignments and meet deadlines in a fast-paced environment. ? Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office Suite, Google Workspace, and standard office technology. ? Strong interpersonal and customer service skills.
• Ability to establish and maintain positive working relationships with district staff, school administrators, Board members, families, and the public.
• Ability to work independently while exercising initiative and sound judgment. ? Adaptability and willingness to support continuous improvement efforts.

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Minimum Requirements:

• Associate degree required.
• Bachelor's degree in Business Administration, Public Administration, Education, Communications, or a related field preferred.

Experience:

• Minimum of five years of progressively responsible executive administrative support experience. ? Experience supporting senior-level executives preferred.
• Experience in public education or local government preferred.
• Experience coordinating projects and managing complex schedules.

Working Conditions:


Typical work hours follow the district administrative schedule; however, occasional evening meetings, Board meetings, district events, and professional development activities may be required.


Evaluation:


Performance will be evaluated annually in accordance with Board policy and administrative procedures.

Physical Requirements:

• Ability to sit, stand, walk, and move throughout district offices and schools as needed. ? Ability to operate standard office equipment, including computers, telephones, and other technology.
• Ability to occasionally lift and carry materials weighing up to 25 pounds.
• Ability to communicate effectively in person, by telephone, and through electronic communication.
• Occasional travel between district locations and attendance at evening meetings or district events may be required.

This job description is designed to indicate the general nature and level of work performed by employees within the classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees in this job. It is not a contract or guarantee of employment, salary, or benefits.


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