Manager - Office of the Superintendent - 236 Contract Days

Job Title: Manager - Office of the Superintendent (236 Contract Days)
Work Location: Student Support Center
Work Hours: 7.5 hours/day
Contract Length: 236 days
Salary: $58,652 minimum - $70,649 maximum Specialist

Position Summary
The Manager provides high-level administrative and to be a valuable asset to the Superintendent in a non-leadership capacity, a specialist must act as a force multiplier, handling complex analytical and highly organized clerical work that directly frees the Superintendent for high-level strategy. This role requires professionalism, discretion, and the ability to manage multiple priorities in a fast-paced educational environment.

Supervision Exercised & Received
Reports directly to the Superintendent.
Receives general guidance but exercises independent judgment in completing routine and complex tasks.

Essential Duties & Responsibilities

• Prepare, proofread, and distribute School Board meeting agendas, minutes, reports, and correspondence.
• Coordinate scheduling for the Superintendent and School Board, including meetings, appointments, and events.
• Maintain confidential files, records, and communications related to School Board actions, policies, and personnel matters.
• Serve as liaison between the Superintendent, School Board members, staff, parents, and the public.
• Assist in the preparation and submission of reports to the state and other agencies as required.
• Answer telephones and provide accurate information regarding school policies, procedures, and services.
• Maintain calendars, schedule meetings, and track deadlines for the Superintendent and School Board.
• Draft, type, and format correspondence, reports, memoranda, and other documents.
• Process incoming and outgoing mail, email, and packages.
• Maintain office equipment and order office, educational, and operational supplies as needed.
• Providing research for drafting new or revised district policies and administrative regulations at the direction of the Superintendent.
• Ensuring all Board actions comply with state laws. This includes performing final proofreads of all items presented for Board consideration to ensure absolute accuracy.
• Manages the superintendent's calendar, schedules meetings, arranges travel, and handles correspondence.
• Retrieves and summarizes relevant background information for the Superintendent's review, ensuring they are fully briefed with dossiers for every meeting or official proceeding.
• Conducts research, prepares presentations, and coordinates special projects for the superintendent.
• Compiling and analyzing complex statistical data (e.g., enrollment trends, legislative impacts) to inform critical district decisions as directed.
• Training other administrative secretaries on how to prepare Board packet agenda items and performing the final, critical proofread for accuracy before items are presented for official consideration.
• Verifying the minimum number of members required to legally conduct business and identifying potential attendance issues that could stall proceedings.
• Ensuring the agenda was posted within legal timeframes (e.g., 48-72 hours under open meeting laws) to prevent procedural challenges.
• Maintaining a physical or digital copy of the parliamentary authority (e.g., Robert's Rules) and district bylaws to provide instant answers to procedural questions during the meeting.
• Compiling notes for the Superintendent and Board Chair that outline complex voting requirements (e.g., identifying when a two-thirds majority is needed instead of a simple majority)
• Preparing weekly communication from Superintendent for delivery to Board Members.
• Performs secretarial follow-up on all Board of Education decisions, ensuring required administrative actions are documented and implemented.
• Acts as the primary conduit between the Superintendent and department heads, independently redirecting requests and facilitating information flow without needing constant oversight.
• Assist in the management of school activity funds and federal program funds, ensuring compliance with regulations.
• Other duties as assigned to support the School Board and Superintendent.

Qualifications
Education & Training

• High School Diploma or GED required; associate or bachelor's degree preferred.
• Coursework or training in office administration, business management, or related fields is desirable.
• Associate's or Bachelor's degree in Office Administration, Business Management, Education Administration, or a related field preferred
• Coursework, certification, or professional training in office administration, business operations, or public sector management is highly desirable.
• Training in Robert's Rules of Order or other parliamentary procedure preferred.

Experience

• Minimum 5 years of progressively responsible administrative or executive secretarial experience is required; experience in a K-12 education setting, school district, or government office strongly preferred.
• Demonstrated history of handling sensitive and confidential information - including personnel matters, legal documents, and board communications - with the utmost discretion and professionalism.
• Proven experience supporting senior leadership (superintendent, executive director, or equivalent) in a fast-paced, high-visibility environment.
• Experience managing office workflows, scheduling complex calendars, coordinating meetings or events, and maintaining administrative systems and records.
• Familiarity with student information systems, district management platforms (e.g., Infinite Campus, Frontline, Tyler Technologies), or comparable government/public-sector software is advantageous.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace; comfort learning and adopting new technology tools.

Skills & Abilities

• Excellent organizational and time-management skills; ability to manage multiple tasks simultaneously.
• Strong written and verbal communication skills.
• Professional demeanor with excellent interpersonal skills.
• Attention to detail and accuracy.

Working Conditions
Environmental Conditions: On-site attendance is mandatory for this position. Office environment; work with computers and other office equipment. Evening and weekend work may be required. 

Physical Conditions: Essential functions require maintaining physical condition necessary for sitting for prolonged periods of time.

Application Requirements

• High School Diploma or GED copy must be attached.