Administrative Assistant to the Superintendent

Job Title: Administrative Assistant to the Superintendent
Location: Thomasville City Schools Central Office

Reports To: Superintendent

Job Summary:
The Administrative Assistant to the Superintendent provides essential administrative support to the central office staff, including directors, department heads, and other key personnel. This position is responsible for handling a variety of tasks such as answering phones, managing schedules, coordinating meetings, processing purchase orders, checking in materials, and performing general office duties. The successful candidate will possess strong organizational skills, attention to detail, and the ability to prioritize and handle multiple tasks in a fast-paced environment.

• Manage the Superintendent’s calendar, schedule meetings, and coordinate travel arrangements and event logistics.
• Screen calls, visitors, and correspondence, ensuring appropriate follow-up and prioritization.
• Draft, proofread, and edit official communications, reports, memos, and presentations.
• Prepare agendas and materials for Superintendent-led meetings and take accurate minutes when required.
• Support the Superintendent in maintaining timelines, project deadlines, and follow-up tasks.

• Maintain organized filing systems (physical and digital) for easy retrieval of essential documents.
• Monitor supplies and materials for the Superintendent’s Office and reorder as needed.
• Coordinate internal and external meetings, including room reservations, materials preparation, and hospitality arrangements.
• Assist in the execution of district-wide events and initiatives sponsored by the Superintendent’s Office.

• Serve as a professional and courteous first point of contact for the Superintendent’s Office, ensuring timely and accurate communication with staff, board members, families, and community partners.
• Maintain confidentiality and discretion in handling sensitive communications and information.
• Disseminate key information and updates on behalf of the Superintendent and coordinate communication flow across departments.

• Assist with preparation and organization of materials for Board of Education meetings, public events, and leadership retreats.
• Coordinate requests and follow-up related to Board communications, policy updates, and Superintendent presentations.
• Support the Superintendent’s engagement with state and local agencies, legislative bodies, and education networks.

• Provide administrative support to other Cabinet members or district leaders as assigned by the Superintendent.
• Support data entry, tracking, and reporting related to Superintendent’s Office initiatives.
• Perform other duties and special projects as assigned.

Qualifications:

• High school diploma or equivalent (Associate’s degree or higher preferred).
• Proven experience as an administrative assistant or in a similar role, preferably within an educational or public-sector setting.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to multitask, prioritize, and manage time effectively in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Excellent communication skills, both written and verbal.
• Professional demeanor and the ability to maintain confidentiality.
• Experience with basic office equipment and technology (copiers, fax machines, etc.).

Working Conditions:

• Full-time position with standard office hours.
• Occasional evening or weekend hours may be required for special events or projects.
• Position is based in a central office setting within the school district.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements:

Must be physically able to operate vacuum cleaners, carpet shampooers, brooms, mops, leaf blowers, etc. Must be able to exert up to 50 pounds of force occasionally, and/or up to 25 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects. Physical demand requirements are for medium work.

Data Conception:

Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics (whether similar or divergent from obvious standards) of data, people or things.

Interpersonal Communication:

Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments or directions from superiors.

Language Ability:

Requires the ability to read simple forms. Requires the ability to prepare time sheets and maintenance reports using prescribed format.

Intelligence:

Requires the ability to apply common sense understanding to carry out instructions furnished in written, oral or diagrammatic form; to deal with problems involving several concrete variables in or from standardized situations.

Verbal Aptitude:

Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.

Numerical Aptitude:

Requires the ability to utilize mathematical formulas; to add and subtract.

Form/Spatial Aptitude:

Requires the ability to inspect items for proper length, width and shape.

Motor Coordination:

Requires the ability to coordinate hands and eyes rapidly and accurately in using janitorial equipment.

Manual Dexterity:

Requires the ability to handle a variety of items such as janitorial equipment. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination:

Does not require the ability to differentiate between colors and shades of color.

Interpersonal Temperament:

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress.

Physical Communication:

Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear.)

KNOWLEDGE, SKILLS AND ABILITIES

• Extensive knowledge of grammar, vocabulary and punctuation.
• Extensive knowledge of office practices and procedures.
• Extensive knowledge in specific areas of assignment.
• Considerable knowledge of rules, regulations, procedures and functions of complex organizations.
• Ability to promote good relationships internally and with the public.
• Ability to communicate effectively both oral and written.
• Ability to exercise sound judgment in resolving problems.
• Ability to plan and organize work activities.
• Ability to perform with only broad statements of expectations

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.