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Administrative Assistant to the Superintendent / HR

The Ehrhart School

Beaumont, TX

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JOB DETAILS
SKILLS
Administrative Skills, Background Investigation, Billing, Board Meeting, Budget Management, Budgeting, Calendar Management, Charter Schools, Communication Skills, Documentation, Employee Benefits, Employee Relations, Employment Law, Establish Priorities, Executive Assistant Skills , Expense Tracking, External Audit, File Maintenance, Finance, Financial Operations, Financial Reporting, Funding, High School Diploma, Human Resources Management, Human Resources Processes, Internal Audit, Maintain Compliance, Meeting Minutes, Microsoft Office, Multitasking, Onboarding, Operational Communications, Operational Support, Operations, Operations Management, Order Delivery, Organizational Skills, Presentation/Verbal Skills, Problem Solving Skills, Project/Program Management, Purchase Orders, Purchasing/Procurement, Record Keeping, Regulations, Regulatory Compliance, Reporting Skills, Staff Requirements, State Laws and Regulations, Strategic Planning, Student Financial Services, Time Management, Writing Skills
LOCATION
Beaumont, TX
POSTED
3 days ago
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 acentral 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..
Working Conditions
  • Office environment; frequent interruptions and multiple deadlines
  • Prolonged sitting, occasional lifting
  • Occasional evening hours for board meetings or district events

About the Company

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The Ehrhart School

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