Superintendent/Hr Administrative Professional

Job Title: SUPERINTENDENT/HR ADMINISTRATIVE PROFESSIONAL

Classification: ADMIN ADMINISTRATIVE PROFESSIONAL

Reports To: Superintendent of Schools

FLSA Status: Non-exempt/Classified

Updated Date: March 11, 2026

Work Hours: 8 Hours/Day, 5 Days/Week, 12 Months/Year-240 day contract

SUMMARY: To accurately and efficiently perform the secretarial tasks as assigned by the Superintendent of Schools, and to be courteous, friendly and cooperative to all persons contacted in the performance of these duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned

Performs executive receptionist tasks:

• Performs primary screening of callers and visitors as directed.

• Maintains a schedule of appointments and arranges for conferences and interviews as directed.

• Coordinates Board Room scheduling.

• Places and receives telephone calls, and records messages as directed.

• Transmits, interprets or answers questions regarding executive decisions and views, guidelines, policies and procedures pertaining to the Superintendent's agency functions.Performs executive secretarial tasks:

• Collects and compiles information for confidential or special reports for use by the Superintendent.

• Obtains, gathers, and organizes pertinent data as needed, and puts into usable form as directed.

• Assists Superintendent and Business Manager in preparing materials for the Board of Trustees, i.e., Board agendas, memos, correspondence and informational materials.

• Manages substitute teacher/assistant list.

• Coordinates staff picture day.

• Update Policies and prepare them for board meetings.Performs executive clerical tasks:

• Maintains a regular filing system, as well as a set of confidential files, and processes incoming correspondence as instructed.

• Reviews and checks documents and information for accuracy as directed by the Superintendent.Performs personnel duties:

• Composes employment opportunity announcements.

• Places all advertisements for positions on school website, in newspapers and placement offices.

• Receives and processes all applications.

• Prepares all documentation for applicant files.

• Arranges committees for screening and interviewing and schedules all interviews

• Notifies unsuccessful candidates by letter.

• Responsible for fingerprinting successful candidates.

• Monitors certification status of administrators and teachers.

• Enters new staff information into Infinite Campus.

• Recruitment Incentive Tracking

• Probationary Period Tracking

• Marketing/Social Media for Hiring

• Tracking new hires and communicating with payroll

• Onboarding New Employees

- training on time clock, new employee paperwork/packets, etc

• Staff Recognition

• Revamp/Review Interview Questions

• PIR Days Form Tracking

• Keeping postings on TalentEd current

• Extended Contract Time Sheet Tracking

• Assigning SEID #s

• Schedule/Coordinate Sub Training- Need to with each new sub hired throughout the year.

• Career/Job Fair planning and implementation

• Sub in absence of District Clerk at Board Meetings

• Coordinate with all student employees

• Update Safe School as new people are hired or have left

• Infinite Campus Personnel updating

• Para Testing and Licensure follow-up/tracking?

• Making new employee files

• Renewal Units via OPI Secure Portal

• Review Background Checks

• Schedule Pre-Employment physicals

• Complete all FMLA paperwork for qualified employeesPerforms duties for the Montana Medicaid Administrative Claiming Program:

• Downloads and prints Random Moment Sampling (RMS) Forms each quarter

• Distributes RMS forms to participants weekly per dates/times on Schedule Control List

• Provides training and instructions to participants for filling out the RMS Forms

• Makes sure all forms are returned and filled out correctly by end of each quarter

• Enters RMS forms in State system by required date at the end of each quarterInfinite Campus

• Responsible for processing enrollments for incoming students and maintaining the student database

• Processes free and reduced applications

• Uploads photos of students and staff into databaseExhibits acceptable work habits and performs tasks in a professional manner:

• Is regular in attendance and punctual for work.

• Organizes work and manages time to achieve efficiency and high quality of work.

• Performs tasks neatly and accurately in accordance with desired quality and quantity.

• Is conscientious in performing tasks on time and meeting established deadlines.

• Produces a high quality of work in an effective and efficient manner.

• Initiates tasks in a self-directed manner and performs work with a minimum of supervision.

• Maintains work area and assigned equipment in a neat orderly fashion.Works cooperatively and effectively with staff, students, supervisors and the public:

• Exhibits a pleasing, courteous professional disposition in performing tasks assigned.

• Exhibits a willingness to accept constructive criticism.

• Strives to improve weak areas of performance.Exhibits an overall motivation to succeed in the position:

• Works diligently to make a job more efficient and effective.

• Seeks to improve quality and quantity of tasks performed.

• Provides positive feedback to supervisor(s) for implementing ideas, which will make the work assigned more effective and efficient.Possess a thorough knowledge of the scope of work to be performed:

• Understands the overall scope of work to be performed and masters the details of individual tasks.

• Understands basic rules and regulations involved with the scope of work to be performed.

• Follows basic rules and regulations involved with the scope of work to be performed.Exhibits desirable personal characteristics:

• Maintains proper grooming consistent with the type of task being performed.

• Communicates effectively using proper grammar and language.

• Maintains self-control and a friendly, outgoing disposition.

• Maintains confidentiality of related work matters as applicable.Assists or represents the Superintendent at meetings as directed and is willing to assist and train with the Business Manager as directed.The above performance responsibilities are not all-inclusive and may be altered or added to by the Superintendent of Schools.

QUALIFICATIONS

: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

:

Experience: 2+ years in an administrative, operations, or office coordinator role.

Education: High School Diploma or HSED required; Associate’s degree preferred.

Tech Stack: Dual-fluency in

Microsoft 365/Office and

Google Workspace (Docs, Sheets, Drive, Forms, and Calendar) for seamless cross-platform collaboration.

Digital Presence: Experience managing professional

social media profiles (LinkedIn, Instagram, etc.) and coordinating basic digital engagement or updates.

LANGUAGE SKILLS

: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS

: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

TECHNOLOGY SKILLS

: The work environment has increasingly become technology driven. Lewistown Public Schools expects staff to meet reasonable expectations in the use of computers and other technology.

REASONING ABILITY

: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMAND

: While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to stand, walk, and reach with hands and arms. The employee is occasionally required to climb or balance, stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

PERSONAL CHARACTERISTICS

: Employees of Lewistown Public Schools must exhibit acceptable work habits and perform tasks in a professional manner by adhering to the following guidelines: Maintain proper grooming and dress consistent with the type of task being performed; be regular in attendance and punctual for work; initiate tasks in a self-directed manner and perform work with a minimum of supervision; organize work and manage time to achieve efficiency and high quality of work; perform tasks neatly and accurately in accordance with desired quality and quantity; provide positive feedback to supervisor(s) for implementing ideas which will make the work assigned more effective and efficient; maintain self control and a friendly, outgoing disposition; and maintain confidentiality of related work matters as applicable.

DRUG FREE WORKPLACE

: Screening tests for alcohol and illegal drug use may be required before hiring and during your employment in the Lewistown Public Schools. Employees of Lewistown Public Schools must submit to a fingerprint criminal background check. Any appointment will be contingent upon the results of the criminal background report received from the Department of Justice, which must be acceptable to the Board of Trustees, in its sole discretion.

EVALUATION

: Performance of this job will be evaluated in accordance with provisions of the Board's policy on Evaluation of Classified Personnel.