Secretary V for the Assistant Superintendent of Human Resources
Primary Purpose:
To assist the Assistant Superintendent of Human Resources so that he/she may devote maximum attention to the operation of his/her respective department.
Qualifications:
Education/Certification:
Must possess a high school diploma or hold a general education degree (GED) certificate. Must have three years of experience as a public-school secretary, or five years of general clerical/secretarial experience, or 30 semesters of college credit with some business orientation or equivalent business school training.
Special Knowledge/Skills:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. There may be alternatives to the qualifications as the Board of Trustees may find appropriate.
Major Responsibilities and Duties:
Serves as a strategic assistant to the Assistant Superintendent by managing priorities, anticipating needs, and enabling effective decision-making.
Manages background checks and monitoring of criminal history record information (CHRI). Acts as the school district local agency security officer (LASO).
Assists the Assistant Superintendent with employee misconduct reporting to SBEC/TEA.
Manages communications, ensuring timely responses, appropriate escalation, and alignment with district priorities.
Supports executive workflow through proactive calendar optimization, balancing competing priorities, and protecting focus time.
Acts as a primary liaison between the Assistant Superintendent and internal and external stakeholders, including district leadership, staff, families, and community partners.
Drafts, edits, and manages high-quality communications, presentations, and reports with a high level of accuracy and professionalism.
Provides exceptional front-facing service to visitors and stakeholders, resolving inquiries with discretion, empathy, and efficiency.
Leverages modern productivity platforms (e.g., Microsoft 365, Teams, SharePoint, and AI-assisted tools such as Copilot) to streamline workflows, manage information, and enhance collaboration.
Maintains digital filing systems and records management processes to ensure accessibility, organization, and compliance.
Identifies opportunities to automate routine administrative processes and improve operational efficiency.
Plans, coordinates, and executes in-person and virtual meetings, including logistics, technology setup, materials preparation, and participant coordination.
Develops agendas, briefing materials, and follow-up summaries, including tracking action items and deliverables.
Provides project coordination support for departmental initiatives, including tracking timelines, deliverables, and status updates.
Monitors and manages multiple priorities and deadlines in a fast-paced environment with minimal supervision.
Manages department budget and financial processes, including purchase orders, expense tracking, and travel reimbursements.
Coordinates procurement activities, ensuring proper inventory levels and adherence to district policies. Supports financial tracking and reporting with attention to accuracy and compliance.
Oversees day-to-day administrative office operations to ensure an efficient, professional, and responsive environment.
Ensures office systems, supplies, and resources are maintained to support staff productivity.
Exercises sound judgment in handling confidential and sensitive information in accordance with district policies and legal requirements.
Makes collaborative decisions within established guidelines while escalating complex issues appropriately. Ensures documentation, processes, and communications meet compliance and governance standards.
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Serves as a point of contact for parent and community concerns, ensuring issues are documented, routed, and addressed appropriately.
Supports resolution processes by coordinating follow-up and maintaining professional communication standards.
Proactively identifies process improvements to enhance efficiency, communication, and service delivery. Stays current with evolving administrative technologies, tools, and best practices for executive support. Contributes to a culture of continuous improvement and high performance.
Performs other duties as assigned, supporting the evolving needs of the Deputy Superintendent and district leadership.
Supervisory Responsibilities:
This job has no supervisory responsibilities.
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Ability to use peripheral devices, high level language programming concepts, data management software, and application development tools.
Posture/Physical Demands: Prolonged sitting; regular kneeling/squatting, bending/stooping, pushing/pulling, twisting. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit and talk or hear, to use hands to finger, handle, or feel, and to stand and walk. The employee is required to regularly lift and carry (less than 15 pounds). Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.
Motion: Repetitive hand motion; frequent keyboarding and use of mouse; regular walking, grasping/squeezing, wrist flexion/extension, reaching; may climb ladders.
Lifting: Regular moderate lifting and carrying (up to 44 pounds); occasional heavy lifting and carrying (45 pounds and over).
Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Occasional district-wide travel to multiple campuses, as assigned. The noise level in the work environment is usually moderate.
Mental Demands: Work with frequent interruptions; emotional control under stress.