ADMINISTRATIVE ASSISTANT TO THE SUPERINTENDENT

About the role

Probationary appointment – 12 months, 8:00 AM – 4:00 PM. Hiring under the HELP Program, which allows a waiver of Civil Service Examinations for certain titles to place qualified candidates quickly into vacant positions. Employees hired under the HELP Program will be granted competitive class status upon approval of Civil Service Rule XII - Certification for Appointment after successfully completing six (6) months of service and the Qualified Incumbent Examination (QIE). No written examination is required; candidates must meet the minimum qualifications of the position and any other conditions of employment.

Responsibilities

• Provides high-level administrative, organizational, and confidential support to the Superintendent of Schools and District administration.
• Serves as a key point of contact for the Superintendent's Office, Board of Education, District staff, parents, community members, governmental agencies, and outside organizations.
• Manages the Superintendent's calendar, appointments, meetings, correspondence, and scheduling.
• Prepares letters, memoranda, reports, presentations, agendas, and other correspondence.
• Handles confidential personnel, labor relations, legal, student, negotiation, and investigative matters.
• Coordinates administrative team meetings, agendas, materials, scheduling, and follow-up.
• Assists with the preparation and maintenance of District policies, regulations, procedures, and administrative records.
• Maintains accurate and confidential records and assists with required reports and submissions to NYSED and other governmental agencies.
• Partners with Board Clerk to provide administrative support related to Board of Education meetings and activities.
• Coordinates communications between the Superintendent and members of the Board of Education.
• Assists with annual organizational meetings, Board workshops, retreats, and other Board activities.
• Assists with Board initiatives and goals.
• Performs other duties and special projects as assigned by the Superintendent.

Requirements

• High school diploma or equivalency diploma.
• Experience in administrative, executive, or confidential office support.
• Strong organizational, time‑management, and technology skills.
• Ability to maintain confidentiality, exercise sound judgement, work independently and manage multiple priorities.
• Must meet applicable New York State and local Civil Service requirements.

Qualifications

• Associate's or bachelor's degree in a related field.
• Executive‑level administrative support experience.
• Experience in a New York State public school district or government organization.
• Familiarity with Board of Education operations, NYSED requirements, FOIL, records management, and school district policies and procedures.
• Notary Public.

Skills

• Excellent written and verbal communication skills.
• Strong organizational and time‑management skills.
• Proficiency with standard office technology, including Microsoft Office and/or Google Workspace.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work independently and manage multiple priorities.
• Strong interpersonal skills.
• Attention to detail.
• Ability to establish and maintain effective working relationships with District staff and the public.

Schedule

8:00 AM – 4:00 PM