Administrative Assistant to the Superintendent

RSU #63 Administrative Assistant to the Superintendent Job Description

• Reports To: Superintendent of Schools
• Terms of Employment: Twelve-month position. Flexible scheduling required, including some evening meetings.
• Evaluation: Performance will be evaluated in accordance with the School Boards policy on the Evaluation of Support Services Personnel .

Job Goal

To perform highly responsible, complex secretarial and administrative duties requiring independent judgment and deep knowledge of District policies and procedures. This role serves as a key coordinator of administrative details to maximize the efficiency and effectiveness of the Superintendent and Central Office operations.

Qualifications

1. Technical Proficiency: Strong knowledge of word processing, data management systems, and standard office equipment.
2. Communication Skills: Exceptional written, verbal, and interpersonal communication skills for interacting with staff, town officials, and the public.
3. Professionalism & Discretion: Demonstrated ability to manage sensitive, confidential personnel and District information with absolute discretion.
4. Adaptability: Excellent organizational skills, including the ability to prioritize tasks and accurately interpret varied administrative inputs (including handwritten drafts).

Performance Responsibilities Board of Directors & Policy Management

• Coordinate the preparation, format, and supporting documentation for the RSU #63 Board of Directors meeting agendas; attend Board meetings and serve as the official recorder for minutes.
• Package and distribute necessary informational materials to Board members in a timely manner.
• Type updated District policies, maintain the official Policy Book, and update the District website under the guidance of the Policy Committee Chairperson.

Human Resources & Onboarding

• Administer the onboarding process for all new hires and assist in managing employee relations.
• Prepare individual employment contracts, salary agreements, notices, and related personnel documentation.
• Enter and maintain all employee dataincluding status changes and terminationswithin the Maine Department of Education reporting platform.
• Coordinate, track, and ensure District-wide compliance with annual and mandatory employee training programs.
• Manage, post, and track all District job advertisements across various newspapers and digital platforms; maintain and update the active District substitute list.

Superintendent Support & Office Operations

• Serve as the primary point of contact for the Central Office; welcome visitors, screen calls, address complaints, and resolve or route inquiries to the appropriate administrators.
• Manage the Superintendents calendar, schedule appointments, and coordinate travel arrangements for conferences and meetings.
• Compose, type, and distribute high-quality memorandums, correspondence, reports, and presentations for the Superintendent and the Administrative Team.
• Screen, route, and follow up on incoming mail and correspondence to ensure prompt administrative action.
• Establish, organize, and maintain the Central Office filing and record-keeping systems.

Data, Reporting & District Logistics

• Compile, verify, and submit necessary local and State reports, including enrollment data for elementary and secondary tuitioned students.
• Compile, update, and distribute the annual Staff Directory to principals and the Administrative Team.
• Prepare and distribute the official school calendar to District staff, Board members, town officials, high schools, and the State.
• Perform other duties as assigned by the Superintendent.

How to Apply

We are accepting applications on a rolling basis until all positions are filled.

To apply, please submit the following:

1. A completed RSU 63 Support Staff Application (Available at )

2. A current Resume

3. Professional References

4. Copies of any relevant Credentials or Certifications

Send your application materials to:

Carrie Schwabenbauer , Administrative Assistant
Address: RSU 63 Superintendent's Office 202 Kidder Hill Road, Holden, ME 04429
Email: cschwabenbauer @rsu63.org | Phone: ...

RSU 63 is an Equal Opportunity Employer.