District Office Administrative Assistant FY2526_106

Belgrade Public Schools • Belgrade, MT

5h • Onsite

About The Position

The District Office Administrative Assistant provides administrative and organizational support to the Superintendent, Assistant Superintendent and Finance Director. This position requires exceptional judgment, discretion, communication skills, confidentiality, and the ability to anticipate and address the needs of the Superintendent’s office.

Requirements

• High school diploma or equivalent required
• Minimum of three (3) years of progressively responsible administrative assistant/office management experience, preferably in education or public sector administration.
• Knowledge of modern office practices, record management, meeting protocols, and district procedures.
• Strong proficiency in Microsoft Office, Google Suite, and ability to design professional documents/presentations.
• Ability to maintain strict confidentiality and exercise sound judgment and diplomacy.
• Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and adapt to interruptions.
• Excellent written and verbal communication skills, with attention to detail, grammar, and formatting.
• Ability to build and maintain positive, professional relationships with staff, trustees, parents, students, and community partners.
• The employee must be able to sit, walk, and stand for extended periods; lift up to 20 pounds; and perform repetitive hand/wrist motions.
• Vision and hearing sufficient to perform the essential functions of the position are required.

Nice To Haves

• Associate’s or Bachelor’s degree in business, communications, or related field preferred.
• Experience with Board relations, public communications, and budget/financial recordkeeping preferred.

Responsibilities

• Provide administrative support to the Superintendent's office and assist with internal processes and communication.
• Provide support such as drafting, proofreading, and editing of correspondence, reports, and communications for supervisor
• Provide support such as drafting, proofreading, and editing of correspondence, reports, and communications for supervisor review.
• Receive, screen, and prioritize calls, emails, visitors, and mail; respond to inquiries or refer to the appropriate staff/department.
• Prepare and maintain digital and physical records.
• Follow district purchasing procedures for the procurement of supplies, equipment, and printing maintenance services, to ensure the department is adequately provided for in those areas.
• Follow district financial procedures for managing office budgets, requisitions, purchase orders, and credit card transactions.
• Coordinate projects, meetings, special events, and communications across departments and with external partners.
• Provide assistance with meeting logistics, including scheduling and calendar management, as directed.
• Provide guidance and coordination to other clerical and administrative staff as assigned.
• Under the direction of the Clerk, prepare agendas and record/distribute accurate minutes (including Board, leadership, and committee meetings).
• Compile and summarize background data for Superintendent’s office use.
• Prepare agendas for internal meetings, take, and distribute summary notes, and track action items.
• Support district communication efforts in coordination with communications staff.

Benefits

• We offer competitive pay, comprehensive benefits including a district contribution toward health insurance premiums, and available dental, vision, and life insurance as well as other supplemental insurance plans.
• District employees also participate in PERS or TRS retirement plans which is vested after 5 years.
• Employees can also choose to contribute to a 403B plan with an additional district contribution.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED