POSITION:  Superintendent Administrative Assistant  

 

LOCATION: District Office

 

QUALIFICATIONS: High school diploma required. Three years of clerical or administrative support experience required.

 

Preferred qualifications include experience supporting executive-level administrators, coordinating complex calendars and meetings, maintaining confidential records, preparing official correspondence, and working in a school district, governmental agency, or similarly complex organization.

 

The successful candidate must demonstrate exceptional organizational skills, attention to detail, professional communication, discretion, sound judgment, and the ability to manage multiple priorities and sensitive matters.

 

REPORTS TO: Superintendent

 

GENERAL SUMMARY:

 

Provides high-quality executive and administrative support to the Superintendent and serves as Administrative Assistant to the Board of Trustees. The position supports the effective operation of the Superintendent’s Office and Board activities through strong organization, communication, confidentiality, responsiveness, and attention to detail.

 

Responsibilities include managing the Superintendent’s calendar and correspondence, coordinating meetings and events, preparing reports and presentations, creating Board meeting agendas, assembling and distributing Board materials, attending Board meetings, preparing official minutes, maintaining Board records, and coordinating travel and conference arrangements for Board members.

 

The Superintendent’s Administrative Assistant serves as a professional point of contact for Board members, district employees, parents, community members, public officials, and external organizations. The position helps ensure that communications, records, meetings, and administrative processes are completed accurately, professionally, and in a timely manner.

 

PERFORMANCE RESPONSIBILITIES:

• Provides direct administrative support to the Superintendent and supports the efficient operation of the Superintendent’s Office.
• Serves as Administrative Assistant to the Board of Trustees and provides administrative support for Board operations.
• Manages the Superintendent’s calendar, appointments, meetings, travel, and schedule changes.
• Screens and responds to calls, emails, visitors, correspondence, and information requests with professionalism and discretion.
• Prepares, proofreads, and distributes correspondence, reports, presentations, agendas, and meeting materials.
• Creates Board meeting agendas and assembles, prepares, duplicates, and distributes supporting materials for meetings of the Board of Trustees.
• Notifies Board members and other appropriate individuals regarding Board meetings, schedules, and related information.
• Attends Board meetings, records proceedings, and prepares accurate meeting minutes.
• Maintains the official Board minute book and organized files and records of Board actions, business, and supporting documentation.
• Maintains the District’s Board of Trustees Policy Manual and coordinates approved policy revisions with the South Carolina School Boards Association to ensure district and online records remain current and accurate.
• Coordinates conferences, travel, lodging, registration, and other arrangements for members of the Board of Trustees and maintains accurate records of Board member conference attendance and South Carolina School Boards Association boardsmanship training hours.
• Coordinates meetings and events, including participants, locations, materials, technology, and other logistical needs.
• Maintains organized electronic and paper records, including confidential documents, correspondence, reports, and meeting materials.
• Tracks assignments, deadlines, approvals, documents, and follow-up items requiring the Superintendent’s attention.
• Coordinates the routing of contracts, agreements, reports, and other documents requiring review or signature.
• Collects, organizes, and summarizes information for meetings, reports, presentations, planning, and decision-making.
• Processes purchase orders, invoices, purchasing card documentation, reimbursements, and expense reports in accordance with district procedures.
• Supports district leadership meetings, community meetings, recognition activities, receptions, and special events.
• Serves as a professional liaison among the Superintendent’s Office, Board members, district employees, schools, community partners, public officials, and external agencies.
• Maintains contact lists, distribution lists, spreadsheets, databases, logs, and other administrative tracking tools.
• Collaborates with District Office administrative assistants and provides support during high-volume periods, absences, and special projects.
• Participates in cross-training and assists with front office coverage when needed.
• Maintains confidentiality, exercises sound judgment, and handles sensitive matters appropriately.
• Performs other related duties as assigned in support of the mission and goals of Spartanburg County School District Five.

WORKING CONDITIONS:

 

Conducts duties primarily in an office environment with no significant exposure to environmental conditions. Requires the ability to work under a degree of stress related to competing priorities, frequent interruptions, sensitive matters, constant attention, and meeting deadlines.

 

The position requires frequent interaction with district administrators, Board members, employees, parents, community members, public officials, external organizations, and the general public. Attendance at Board meetings, district events, or other activities outside normal working hours may be required.

 

Physical demands are generally restricted to office work and may include lifting or moving items weighing up to 25 pounds. The position requires frequent use of a computer and monitors for extended periods and regular operation of standard office equipment.

 

DISCLAIMER STATEMENT:

 

This job description is not intended as a complete listing of job duties.  The incumbent is responsible for performing other related duties as assigned/required.

           

Salary:  General Salary Schedule (235 Days)      

 

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Statement of Non-Discrimination

 

Discrimination of all persons is prohibited with regard to employment and any other program or activity on the basis of race, religion, sex, national origin, age, color, immigrant status, English speaking status or disabling condition in District Five Schools of Spartanburg County as required by Title IX of the Educational Amendments Act of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975, and the Civil Rights Act of 1964 as amended. Section 504 Coordinator, Director of Special Services; Title IX Coordinator, Chief Administrative Officer.