Alabama Department of Education
Administrative Assistant and Employee Liaison (Superintendent's Secretary- Title
Alabama Department of Education, Hartselle, Alabama, United States, 35640
Job Summary
VACANCY
Administrative Assistant and Employee Liaison (Superintendent's Secretary- Title Change Only)
Specific Information:
School/worksite: Hartselle City Schools Central Office
Posting Period: August 25, 2025 through August 31, 2025
Interested applicants may apply through the ALSDE HireTrue website:
https://hiretrue-prod.com/hiretrue/ce3/job-board/e64590f9-2bf7-449a-83a5-2e87b4bbf99?subdivision=Hartselle%20City
Deadline for accepting applications: August 31, 2025, or until filled
JOB DESCRIPTION
TITLE : Administrative Assistant and Employee Liaison (Superintendent's Secretary- Title Change Only)
QUALIFICATIONS: Bachelor's Degree in Business Administration or Related field preferred or Office Professional or Public Administration or Associated Degree in a business area or high school graduate with secretarial or business training and a minimum of four years secretarial experience. Such alternatives or additional qualifications as the Board may find appropriate and acceptable. REPORTS TO:
Superintendent
CONTRACT:
12 Months
FLSA:
Non-Exempt
JOB GOAL:
To provide complex, confidential assistance and service to the Superintendent and members of the Board of Education
PERFORMANCE RESPONSIBILITIES:
Assists and relieves the Superintendent of routine administrative duties Prepares and distributes preliminary agendas for the Board of Education in accordance with Board policy and the Alabama Open Meetings Law Notifies public of board meetings according to the Open Meetings Law Assists the Superintendent with creating Board agendas in Simbli. Attends meetings of the Board of Education to assist the Superintendent with taking minutes of the meetings; assists Superintendent and Board members with proper meeting procedures and best practices Records Board meeting minutes in a permanent method in compliance with the laws of Alabama, maintains and archives minutes as well as files of documents presented in each Board meeting; uploads approved minutes to the website Maintains original Board of Education Policy manual; Assists developing new policies and revising policies; Disseminates policies Maintains Procedure manual as directed by the Superintendent Performs clerical duties: prepares correspondence, memos, requests, and reports for the Superintendent's signature; screens visitors and telephone calls; processes incoming mail to the Superintendent and members of the Board of Education Assists the Superintendent with resolving complaints and concerns from employees, parents, and community Maintains the Superintendent's calendar - schedules meetings, secures registrations for conferences and meetings; makes hotel accommodations as needed. Assists the Superintendent with Preparing Travel Reimbursement requirements Assist Board members with registering for required training and following up with travel needs and reimbursements. Organize annual Whole Board Training sessions and Board Retreats (sets up meeting locations and secures supplies and meals) Creates annual Board meeting dates for annual approval Submits Requisitions for acquiring purchase orders for purchases related to the Superintendent and Board Assists the Superintendent with routine and special reports, projects, publications; inquires, reviews, system-wide events and activities, and collection and / or dissemination of various data Reports annual Statement of Economic Interest to the Alabama Ethics Commissions; communicates with employees who are required to file. Retains files, reports, and records as required by the Local Board of Education's Records Disposition Authority Reads Memorandums from ALSDE and distributes as needed. Submits ALSDE reports as required Responsible for social media, website updates, and lobby screen communication Coordinate and assist with special events such as Institute Day, State of the Schools Address, Superintendent/Student Advisory meetings, Hartselle Educator Hall of Fame, etc. Gathers information (from schools and Central Office) and submits order for district printing needs (for documents that all school utilize, district letterhead and envelopes, name badges, business cards) Schedules and attends Principals/Administrative meetings; keeps notes from meetings; assists the Superintendent with follow-up responses. Serves as Human Resource/Personnel contact for the school system Proficient understanding and knowledge of Federal and State Labor Laws Posts vacancies as required by state law and Board of Education policy Maintains and renews Alabama Professional Education and Alabama Professional Leadership Certificates Maintains Administrative and TEAMS contracts Monitors upgrades to Alabama Professional Educator Certificates or completion of higher degree and prepares salary change for payroll Assists with Personnel files Assists with New Employee Orientation Assists with district student enrollment Assists with out-of-district student enrollment; prepares Out-of-District Probation Letters Assists Superintendent with Social Media and Website System Contact for Education Directory Assignments and ALSDE AIM Facilitates district secretaries' meetings as needed Participates in professional development and (including but not limited to AAAA, ALSDE, AASPA, AASB & SSA) training Demonstrates a high degree of professionalism and confidentiality Performs other duties as assigned.
Evaluation
Performance evaluation shall be in accordance with the provisions of the Board's policies and administrative procedures and guidelines.
This job description describes the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all job goals, qualifications, and responsibilities and the employee may be required to perform other related duties as assigned. The Hartselle City Board of Education reserves the right to amend the job description as needed. The terms of employment shall be in accordance with the provisions of the
Hartselle City Board of Education Policy Manual , the
Students First Act
and the
Hartselle City
Board of Education Salary Schedule .
Non-Discrimination Policy
It is the policy of the Hartselle City Board of Education that no person shall be denied employment, be excluded from participation in, be denied the benefits of, or subject to discrimination in any program or activity on the basis of sex, race, religion, handicap, national origin, age, or ethnic background.
SALARY SCHEDULE: N
Link to HCS Salary Schedule:
https://www.hartselletigers.org/Page/4972
VACANCY
Administrative Assistant and Employee Liaison (Superintendent's Secretary- Title Change Only)
Specific Information:
School/worksite: Hartselle City Schools Central Office
Posting Period: August 25, 2025 through August 31, 2025
Interested applicants may apply through the ALSDE HireTrue website:
https://hiretrue-prod.com/hiretrue/ce3/job-board/e64590f9-2bf7-449a-83a5-2e87b4bbf99?subdivision=Hartselle%20City
Deadline for accepting applications: August 31, 2025, or until filled
JOB DESCRIPTION
TITLE : Administrative Assistant and Employee Liaison (Superintendent's Secretary- Title Change Only)
QUALIFICATIONS: Bachelor's Degree in Business Administration or Related field preferred or Office Professional or Public Administration or Associated Degree in a business area or high school graduate with secretarial or business training and a minimum of four years secretarial experience. Such alternatives or additional qualifications as the Board may find appropriate and acceptable. REPORTS TO:
Superintendent
CONTRACT:
12 Months
FLSA:
Non-Exempt
JOB GOAL:
To provide complex, confidential assistance and service to the Superintendent and members of the Board of Education
PERFORMANCE RESPONSIBILITIES:
Assists and relieves the Superintendent of routine administrative duties Prepares and distributes preliminary agendas for the Board of Education in accordance with Board policy and the Alabama Open Meetings Law Notifies public of board meetings according to the Open Meetings Law Assists the Superintendent with creating Board agendas in Simbli. Attends meetings of the Board of Education to assist the Superintendent with taking minutes of the meetings; assists Superintendent and Board members with proper meeting procedures and best practices Records Board meeting minutes in a permanent method in compliance with the laws of Alabama, maintains and archives minutes as well as files of documents presented in each Board meeting; uploads approved minutes to the website Maintains original Board of Education Policy manual; Assists developing new policies and revising policies; Disseminates policies Maintains Procedure manual as directed by the Superintendent Performs clerical duties: prepares correspondence, memos, requests, and reports for the Superintendent's signature; screens visitors and telephone calls; processes incoming mail to the Superintendent and members of the Board of Education Assists the Superintendent with resolving complaints and concerns from employees, parents, and community Maintains the Superintendent's calendar - schedules meetings, secures registrations for conferences and meetings; makes hotel accommodations as needed. Assists the Superintendent with Preparing Travel Reimbursement requirements Assist Board members with registering for required training and following up with travel needs and reimbursements. Organize annual Whole Board Training sessions and Board Retreats (sets up meeting locations and secures supplies and meals) Creates annual Board meeting dates for annual approval Submits Requisitions for acquiring purchase orders for purchases related to the Superintendent and Board Assists the Superintendent with routine and special reports, projects, publications; inquires, reviews, system-wide events and activities, and collection and / or dissemination of various data Reports annual Statement of Economic Interest to the Alabama Ethics Commissions; communicates with employees who are required to file. Retains files, reports, and records as required by the Local Board of Education's Records Disposition Authority Reads Memorandums from ALSDE and distributes as needed. Submits ALSDE reports as required Responsible for social media, website updates, and lobby screen communication Coordinate and assist with special events such as Institute Day, State of the Schools Address, Superintendent/Student Advisory meetings, Hartselle Educator Hall of Fame, etc. Gathers information (from schools and Central Office) and submits order for district printing needs (for documents that all school utilize, district letterhead and envelopes, name badges, business cards) Schedules and attends Principals/Administrative meetings; keeps notes from meetings; assists the Superintendent with follow-up responses. Serves as Human Resource/Personnel contact for the school system Proficient understanding and knowledge of Federal and State Labor Laws Posts vacancies as required by state law and Board of Education policy Maintains and renews Alabama Professional Education and Alabama Professional Leadership Certificates Maintains Administrative and TEAMS contracts Monitors upgrades to Alabama Professional Educator Certificates or completion of higher degree and prepares salary change for payroll Assists with Personnel files Assists with New Employee Orientation Assists with district student enrollment Assists with out-of-district student enrollment; prepares Out-of-District Probation Letters Assists Superintendent with Social Media and Website System Contact for Education Directory Assignments and ALSDE AIM Facilitates district secretaries' meetings as needed Participates in professional development and (including but not limited to AAAA, ALSDE, AASPA, AASB & SSA) training Demonstrates a high degree of professionalism and confidentiality Performs other duties as assigned.
Evaluation
Performance evaluation shall be in accordance with the provisions of the Board's policies and administrative procedures and guidelines.
This job description describes the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all job goals, qualifications, and responsibilities and the employee may be required to perform other related duties as assigned. The Hartselle City Board of Education reserves the right to amend the job description as needed. The terms of employment shall be in accordance with the provisions of the
Hartselle City Board of Education Policy Manual , the
Students First Act
and the
Hartselle City
Board of Education Salary Schedule .
Non-Discrimination Policy
It is the policy of the Hartselle City Board of Education that no person shall be denied employment, be excluded from participation in, be denied the benefits of, or subject to discrimination in any program or activity on the basis of sex, race, religion, handicap, national origin, age, or ethnic background.
SALARY SCHEDULE: N
Link to HCS Salary Schedule:
https://www.hartselletigers.org/Page/4972