Administrative Assistant to the Superintendent / HR

Ehrhart School•Beaumont, TX

About The Position

Administrative Assistant to the Superintendent / HR Primary Purpose 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.

Requirements

High School Diploma or GED (required)
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
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

Nice To Haves

Associate’s or Bachelor’s degree (preferred)
HR experience a ??
Knowledge of TEA/charter compliance, PEIMS (preferred)
Experience in HR, finance, purchasing, or school district/charter operations (preferred)

Responsibilities

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
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
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
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
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
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
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.