Administrative Assistant to the Superintendent / HR
The Ehrhart School, Beaumont, TX, United States
Administrative Assistant to the Superintendent / HR
Provide high-level executive administrative support to the Superintendent while managing key Human Resources, purchasing, and financial operations functions. Serve as a central point of coordination for school board communication and district operations. Ensure efficiency, compliance, and confidentiality in all aspects of the role while supporting strategic district goals.
Qualifications
Education/Certification
High School Diploma or GED (required)
Associate's or Bachelor's degree (preferred)
HR experience a??
Special Knowledge/Skills
Strong knowledge of administrative operations, Human Resources practices, and purchasing procedures
Understanding of school finance, budgeting, and financial tracking
Ability to manage high-level, confidential information with discretion
Knowledge of TEA/charter compliance, PEIMS (preferred)
Advanced proficiency in Microsoft Office and Google Workspace
Strong organizational, problem-solving, and multitasking skills
Excellent written and verbal communication skills
Ability to work independently and prioritize competing demands
Experience
Experience in HR, finance, purchasing, or school district/charter operations (preferred)
Major Responsibilities and Duties
Executive Administrative Support
Provide direct, high-level support to the Superintendent in daily operations and strategic initiatives
Manage complex calendars, meetings, travel, and priorities
Prepare reports, presentations, correspondence, and district communications
Handle sensitive information with a high level of confidentiality
Serve as liaison between Superintendent, staff, board members, and community stakeholders
Coordinate and manage special projects and district initiatives
School Board Communication & Governance Support
Coordinate all school board meeting logistics, including scheduling, posting notices, and compliance with open meetings requirements
Prepare board agendas, board packets, and supporting documentation
Record, transcribe, and maintain official board meeting minutes
Ensure timely and accurate communication between Superintendent and Board of Trustees
Maintain official records, policies, and governance documents
Support board trainings and required filings
Human Resources Duties
Assist with recruitment, hiring, and onboarding processes
Prepare employment contracts, letters of reasonable assurance, and personnel documentation
Maintain accurate and confidential personnel files
Track certifications, background checks, and compliance requirements
Support employee benefits enrollment and communication
Assist with employee attendance, leave tracking, and reporting
Provide support with evaluations, documentation, and HR compliance
Assist with investigations and employee relations documentation as directed
Purchasing & Procurement
Process purchase orders in accordance with district policies and budget guidelines
Obtain quotes, coordinate with vendors, and ensure cost-effective purchasing
Maintain purchasing records, approvals, and documentation
Monitor order status, deliveries, and resolve discrepancies
Ensure compliance with state purchasing laws, charter requirements, and internal controls
Maintain vendor files, contracts, and W-9 documentation
Assist staff with purchasing procedures and requisitions
Financial Operations Support
Assist with budget tracking, expenditure monitoring, and financial reporting
Reconcile purchase orders, invoices, and receipts
Support audits by maintaining organized financial and purchasing documentation
Collaborate with business office or finance personnel to ensure accuracy and compliance
Monitor spending to align with approved budgets and funding sources
Compliance & Confidentiality
Ensure compliance with district policies, TEA guidelines, HR laws, and procurement regulations
Maintain strict confidentiality of personnel, financial, and student information
Support internal and external audits and reporting requirements
District & Campus Support
Assist with district-wide communications and announcements
Support events, board meetings, and community engagement efforts
Coordinate substitute coverage or staffing needs as assigned
Perform other duties as assigned by the Superintendent.
Working Conditions
Office environment; frequent interruptions and multiple deadlines
Prolonged sitting, occasional lifting
Occasional evening hours for board meetings or district events
Provide high-level executive administrative support to the Superintendent while managing key Human Resources, purchasing, and financial operations functions. Serve as a central point of coordination for school board communication and district operations. Ensure efficiency, compliance, and confidentiality in all aspects of the role while supporting strategic district goals.
Qualifications
Education/Certification
High School Diploma or GED (required)
Associate's or Bachelor's degree (preferred)
HR experience a??
Special Knowledge/Skills
Strong knowledge of administrative operations, Human Resources practices, and purchasing procedures
Understanding of school finance, budgeting, and financial tracking
Ability to manage high-level, confidential information with discretion
Knowledge of TEA/charter compliance, PEIMS (preferred)
Advanced proficiency in Microsoft Office and Google Workspace
Strong organizational, problem-solving, and multitasking skills
Excellent written and verbal communication skills
Ability to work independently and prioritize competing demands
Experience
Experience in HR, finance, purchasing, or school district/charter operations (preferred)
Major Responsibilities and Duties
Executive Administrative Support
Provide direct, high-level support to the Superintendent in daily operations and strategic initiatives
Manage complex calendars, meetings, travel, and priorities
Prepare reports, presentations, correspondence, and district communications
Handle sensitive information with a high level of confidentiality
Serve as liaison between Superintendent, staff, board members, and community stakeholders
Coordinate and manage special projects and district initiatives
School Board Communication & Governance Support
Coordinate all school board meeting logistics, including scheduling, posting notices, and compliance with open meetings requirements
Prepare board agendas, board packets, and supporting documentation
Record, transcribe, and maintain official board meeting minutes
Ensure timely and accurate communication between Superintendent and Board of Trustees
Maintain official records, policies, and governance documents
Support board trainings and required filings
Human Resources Duties
Assist with recruitment, hiring, and onboarding processes
Prepare employment contracts, letters of reasonable assurance, and personnel documentation
Maintain accurate and confidential personnel files
Track certifications, background checks, and compliance requirements
Support employee benefits enrollment and communication
Assist with employee attendance, leave tracking, and reporting
Provide support with evaluations, documentation, and HR compliance
Assist with investigations and employee relations documentation as directed
Purchasing & Procurement
Process purchase orders in accordance with district policies and budget guidelines
Obtain quotes, coordinate with vendors, and ensure cost-effective purchasing
Maintain purchasing records, approvals, and documentation
Monitor order status, deliveries, and resolve discrepancies
Ensure compliance with state purchasing laws, charter requirements, and internal controls
Maintain vendor files, contracts, and W-9 documentation
Assist staff with purchasing procedures and requisitions
Financial Operations Support
Assist with budget tracking, expenditure monitoring, and financial reporting
Reconcile purchase orders, invoices, and receipts
Support audits by maintaining organized financial and purchasing documentation
Collaborate with business office or finance personnel to ensure accuracy and compliance
Monitor spending to align with approved budgets and funding sources
Compliance & Confidentiality
Ensure compliance with district policies, TEA guidelines, HR laws, and procurement regulations
Maintain strict confidentiality of personnel, financial, and student information
Support internal and external audits and reporting requirements
District & Campus Support
Assist with district-wide communications and announcements
Support events, board meetings, and community engagement efforts
Coordinate substitute coverage or staffing needs as assigned
Perform other duties as assigned by the Superintendent.
Working Conditions
Office environment; frequent interruptions and multiple deadlines
Prolonged sitting, occasional lifting
Occasional evening hours for board meetings or district events