Central Office Administrative and Communications Assistant

Portland Public Schools: Central Office Administrative & Communications Assistant

Portland Public Schools a collaborative student-centered district focused on innovation and community partnerships is seeking a welcoming organized and service-driven Central Office Administrative & Communications Assistant. This dual-role position will serve as the front-facing representative of the districts Central Office while also supporting implementation of the districts Communication Plan through website management social media updates and alignment of messaging across schools and departments.

The ideal candidate is detail-oriented enjoys working with people communicates clearly and takes initiative to keep projects organized and moving forward. This role is essential to keeping families staff and community members informed and engaged.

The essential duties and responsibilities:

I. Administrative and Board of Education Support

• Serve as the first point of contact at the Central Office providing exceptional customer service to staff families and community members.

• Address inquiries requests and concerns independently representing district administration professionally and effectively.

• Provide full secretarial and clerical support to the Superintendent and Central Office administrators including document preparation meeting coordination and general office tasks.

• Prepare and distribute Board of Education meeting packets post legal notices record minutes and manage timely updates to the Board webpage.

• Track correspondence and coordinate key deadlines such as Board updates communication releases and district events.

• Maintain a high level of confidentiality in all aspects of the position.

• Annually update the District Emergency Reference Manual.

• Coordinate district events and provide support to building and department administrators as needed.

• Perform other duties as assigned.
  

II. Communications Support

• Maintain and regularly update the district website with current content (alerts calendar updates Board highlights announcements).

• Create and schedule social media posts to promote district events news and celebrations (in alignment with district-approved messaging).

• Assist with drafting brief announcements internal memos and staff newsletters with supervision from administration.
  

• Gather photos quotes and success stories from buildings for use in newsletters social media and public communication.

• Support school buildings in aligning their communication practices with district guidelines branding and the overarching Communication Plan.

• Apply district branding guidelines across all published content using approved templates logos and colors.

• Send approved press releases to media contacts and maintain a media distribution list and archive.

• Maintain a communication calendar for events promotions and publication deadlines.

• Assist in gathering and summarizing staff feedback or communication-related survey data.

Eligible candidates must meet the following qualifications:

• High school diploma required; associate degree or higher preferred.

• Previous experience in office administration school operations or communications support preferred.

• Strong verbal and written communication skills and the ability to interact professionally with diverse stakeholders.

• Excellent organizational skills with the ability to manage multiple priorities and meet deadlines.

• Strong attention to detail and an eye for formatting layout and visual consistency in written and digital materials.

• Proficiency in Microsoft Office Google Workspace and basic design platforms (e.g. Canva) for formatting flyers newsletters and official documents.

• Demonstrated ability to maintain confidentiality and exercise sound judgment.

• Willingness to learn and adapt to district tools systems and protocols as needed.

Position Details:

• Title: Central Office Administrative Assistant

• Reports to: Superintendent

• Calendar: 260 days a year

• Compensation: $42000- $50000 based on experience and qualifications contract includes: holiday vacation sick retirement insurance: health dental vision life and disability and education stipend

• Posting date: July 25 2025

• Application deadline: August 8 2025 until filled

Application Process:

Applicants for the position should email letter of application resume copies of credentials to or apply online at:

William Heath Superintendent