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#688 Executive Assistant – Superintendent/ Personnel Coordinator at Ingram Independent School District

Ingram Independent School District · Central Office, United States Of America · Onsite

2025-09-30 14:00:00.0

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#688 Executive Assistant – Superintendent/ Personnel Coordinator

JobID: 1759

Position Type:
Secretarial/Clerical/Secretary - 12-Months

Date Posted:
9/29/2025

Location:
Central Office

Additional Information: Show/Hide

Job Title: Executive Assistant – Superintendent/ Personnel Coordinator
Exemption Status/Test: Nonexempt
Reports to: Superintendent Date Revised: September 29, 2025
Dept./School: District Central Office
Primary Purpose:
Work under minimum supervision to ensure the efficient operation of the superintendent’s office and provide clerical services to the superintendent and board of trustees. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public. Responsible for on-site leadership of clerical employees assigned.

Qualifications:
Education/Certification:
High school diploma or GED

Special Knowledge/Skills:
Knowledge of school district organization, operations, and administrative policies
Ability to read and comprehend instructions, short correspondence, and memos
Ability to make independent decisions regarding planning, organizing, and scheduling
Excellent public relations, organization, communication, and interpersonal skills
Ability to use software to develop spreadsheets, perform data analysis, and do word processing
Ability to multi-task numerous complex administrative activities
Ability to perform basis math

Experience:
Preferred 3 years or more advanced Administrative Assistant or similar experience with extensive contact with people

Major Responsibilities and Duties:
Records, Reports, and Correspondence
1.Organize, prepare, and post official board agenda and records for board meetings and distribute to board members and others as required.
2.Record minutes of executive staff and board meetings as required.
3.Prepare all correspondence, memoranda, and reports for superintendent.
4.Comply with policies established by federal and state laws and regulations, and local board policy

HR Support
5.Handle routine HR inquiries to ensure a high level of service and responsive, knowledgeable support for employees and their supervisors. Explain HR policies and practices to employees as appropriate.
6.Maintain HR information database to ensure that employee information is accurate, current, and reliable.
7.Maintain position control system in an accurate and timely manner. Reconcile job descriptions with position control to ensure that there is a job description for every job. Follow up with supervisors to make certain that job descriptions are reviewed and updated on a regular basis.
8.Receive and process applications, including verifying completeness of files and notifying those not selected for employment.
9.Process new hire paperwork including criminal history information, references, and other application materials.

Reports and Correspondence
10.Prepare and distribute or post job vacancies and advertisements.
11.Prepare, maintain, and distribute employee handbook as directed.
12.Prepare correspondence, forms, and reports according to district standards and requirements.

Reception and Phones
13.Answer incoming calls and greet visitors. Respond to routine inquiries from the public, board members, and staff and refer appropriate inquiries or problems to superintendent or other administrators.
14.Schedule appointments and maintain superintendent’s calendar.

Other
15.Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
16.Greet visitors and assist employees and applicants to complete applications and required paperwork.
17.Assist with the preparation and distribution of employment contracts.
18.Maintain confidentiality.
19.Follow district safety protocols and emergency procedures
20.Assist with travel arrangements for board members and administrators as needed, including making hotel reservations and turning in conference registration forms.
21.Compile, maintain, and file all reports, records, and other documents as required.
22.Maintain confidentiality.
23.Follow district safety protocols and emergency procedures.

Supervisory Responsibilities: None

Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours; occasional districtwide travel
Mental Demands: Work with frequent interruptions; maintain emotional control under stress

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#688 Executive Assistant – Superintendent/ Personnel Coordinator at Ingram Independent School District

Additional benefits

Other home office and work from home jobs

Instructional Clerk - Elementary

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#688 Executive Assistant – Superintendent/ Personnel Coordinator at Ingram Independent School District

Additional benefits

Other home office and work from home jobs

Instructional Clerk - Elementary

Special Education Teacher - Connect (LTS)

Special Needs Assistant - Transportation (1 hour/day)

Search job

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The latest home office jobs
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