Administrative Assistant to the Superintendent and Governing Board of Directors

Position Type:
Secretarial & Clerical/Administrative Assistant to the Superintendent

Date Posted:
3/25/2025

Location:
Stanfield Elementary School District
STANFIELD ELEMENTARY SCHOOL DISTRICT
POSITION DESCRIPTION

Position Title

Administrative Assistant to the Superintendent and Governing Board of Directors

Department

District Office

Reports To

Superintendent

Status

Classified

Board Approval

Existing Position

Contract

12-Month Office Schedule

Position Focus

Support our District Policy of "believing human beings are the single most important element in all interactions." We must establish priorities that respond to the needs of our students, staff members, and community and serve as the driving force behind all our actions focusing on excellence in everything we do." Demonstrate sincere concern and dedication to establish and maintain cooperative, positive daily interactions with all staff, students, parents and vendors. Always foster team environment to accomplish
established goals and objectives. Uphold and enforce school rules, administrative regulations and board policy.

Accountability

Directly accountable for individual roles and responsibilities as assigned by the District Office and contained in this job description.

Requirements

• Excellent Oral and Written Skills
• Follow Written and Spoken Directions
• Assertive Self-Starter
• Strong Computer Skills
• Maintain High Degree of Confidentiality
• Excellent Organizational Skills
• Ability to Set and Meet Deadlines

• Bilingual Communication Skills Preferred
• Handle Multiple Priorities and Tasks
• Team Player
• Type 60 WPMPass Extensive Background Check
• Strong Attention to Detail
• Work Independently

General Responsibilities

• Provide required administrative support for the Superintendent and District Governing Board.
• Liaison between Governing Board, Superintendent, staff, and community membership as required.
• Accountable to Superintendent for completion of all assigned duties and responsibilities.

Duties Performed for Superintendent

• Schedule daily appointments, coordinate Superintendent's schedule and maintain administrative assistant calendar to reflect Superintendent's schedule.
• Organize and distribute mail to appropriate parties.
• Answer telephones; take accurate messages and route calls as necessary.
• Coordinate with Superintendent to generate weekly Cabinet Agenda, attend Cabinet meetings, take minutes and distribute to cabinet members.
• Update Superintendent's "Calendar" in Outlook as necessary.
• Make travel arrangements including flight, hotel, and meeting reservations as required.
• Prepare all correspondence for Superintendent's approval and signature.
• Accurately maintain all Superintendent's file systems both electronically and manually.
• Prepare all documentation for student suspension/expulsion hearings including requests, subpoenas, and notifications.

Duties Performed for School District

• Generate and distribute Stanfield Elementary School information for public consumption.
• Maintain District website as needed in conjunction with IT staff.
• Serve as receptionist for public traffic to District Office.
• Compile all school calendars for 10-and 12-month employees for distribution to staff
• Responsible for all public correspondence pertaining to the school district.
• Maintain district staff telephone list.
• Act as Records Retention Co-officer, schedule destruction and maintain appropriate documentation, maintain permanent and stored records
• Manage District insurance programs for employees and property

Duties Performed for Human Resources

• Investigate state-of-the art technology and recommend vendors for Human Resources Information Systems, electronic time keeping systems, and other relevant processes to increase efficiency and lower costs.
• Participate in meetings, workshops and seminars for the purpose of conveying and/or gathering information required to perform human resources functions.
• Recommend policies, procedures and/or actions for meeting district goals and objectives.
• Compose legally based job descriptions for district and update as required as requested by the Superintendent.
• Plan and manage special projects as requested by Superintendent.
• Prepare certified and classified contracts for staff and consultants in conjunction with legal advice and requirements.
• Coordinate employee recruitment and selection via internal posting, local newspaper ads, Internet sites, attendance at job fairs and review of resumes and applications.
• Ensure requirements of the open position are best matched with the qualified candidates available at the time of employment and all requirements are fulfilled.
• Complete extensive reference and background checks to ensure accurate records for employment.
• Provide orientation for new employees as requested by the Superintendent.
• Maintain accurate, up-to-date new hire paperwork and required human resources records in compliance with federal and state laws and Department of Education requirements and Governing Board policy.
• Work with the Superintendent and Business Manager to develop competitive salary planning budgets, compensation schedules, and benefits in accordance with Governing Board policies and procedures.
• Assist Superintendent when necessary to ensure Governing Board policies, state and federal laws are being followed and employees are conducting themselves in a professional manner as required by their individual job responsibilities.
• Process employee complaints and grievances and provide to Superintendent to resolve in accordance with district policies and procedures and state and federal guidelines to maintain a healthy work environment.
• Process complaints from parents, students and the community and provide to Superintendent to resolve all issues satisfactorily.
• Yearly complete the School District Employee Report (SDER) by the designated deadline required by the Arizona Department of Education.
• Liaison between the Worker's Compensation carrier and employee on all claims.
• In conjunction with the insurance company, ensure OSHA 300A Report is completed and posted yearly as required by law.

Special Assignments/Requests

• Complete all special assignments and requests in a timely manner and keep appropriate personnel advised of progress.
• Request additional help and information as required.

This job description is intended as an outline of major requirements and responsibilities and does not preclude assignment of other duties not specifically listed. This job description may be changed without notice and modified as necessary to meet the requirements of the job.

Originated - 09/27/04, Human Resources