Administrative Assistant to the Superintendent

Minimum Qualifications:

• High School Diploma or general education diploma (GED)
• Works well with minimal supervision
• Able to effectively and efficiently prioritize and complete multiple tasks simultaneously with attention to detail
• Able to communicate clearly and concisely both orally and in writing
• Friendly and professional attitude as well as discretion in matters relating to students parents staff members and office business matters
• Works well with others
• Computer skills necessary including Microsoft Office and Google Suite
• Adept at learning and using other related software and web-based programs

Preferred Qualifications:

• Previous experience in a school district office setting

Accountable to:

• Superintendent Assistant Superintendent

Primary Objective:

• Assist Directors Assistant Superintendent and Superintendent by performing administrative assistant/clerical duties which include but are not limited to: act as a liaison between District Office parents staff community members and school board with an awareness of all district requirements and Board of Education policies

Evaluation:

• Per the Classified Handbook

Essential Job Functions:

General

1. Assist with the efficient operation of the District office in order to best meet the needs of students staff members and the public
2. Prepare business correspondence as well as communications to the school staff
3. Communicate district information in a highly diplomatic manner both verbally and in writing
4. Monitor and maintain the Superintendents incoming phone calls mail and calendar
5. Prepare and send out legal notices regarding bids budgets etc.
6. Communicate with state school officials as necessary
7. Prepares and submits annual district calendar to ISBE
8. Update the District website as needed to maintain the most current information available to parents and the community
9. Maintain official district documents
10. Prepare and coordinate seniority gifts for eligible employees and Board members
11. Coordinate first day and last day of school events
12. Update Parent/Student Handbook and Administrators Manual annually or as need arises
13. Assists with CRDC reporting and regional office of education compliance visits
14. Collect and distribute press releases concerning all district activities
15. Coordinate district office meetings
16. Update emergency calling list PTA and MEF officer listings
17. Make reservations and secure necessary supplies and materials for Board and office meetings
18. Perform all other duties as requested

Board of Education

1. Acts as the FOIA Officer for the district
2. Acts as Recording Secretary to the Board of Education
3. Prepare purchase orders and payment requests for all Board and Superintendent purchases
4. Track and reconcile all Board and Superintendent expenses by account
5. Prepare correspondence to Board as necessary
6. Prepare Board agendas Information and Action Reports and email all Board-related reports to appropriate recipients for each scheduled meeting
7. Record school Board meeting minutes
8. Schedule all Board meetings and send appropriate notices
9. Assemble information and distribute weekly Board Briefs
10. Maintain the master copy of the Board Policy Manual
11. Make Board-approved changes to Board Policy Manual sending revisions to all administrators
12. Review Board Policies with Superintendent quarterly

Human Resources

1. Prepare administrative contracts
2. Process and correspond with administrative applicants as necessary
3. Track and reconcile all District employee evaluations
4. Enter evaluation information for staff in ELIS
5. Maintain staff attendance records for District Office
6. Post and maintain job vacancies within District and IASA Job Bank
7. Maintain Seniority List for certified staff and classified staff
8. Maintain Job Description Manual for all personnel

Requirements:

• Bending carrying climbing lifting pushing pulling reaching sitting standing and walking
• Must be able to occasionally lift move or push items of 30 lbs.

Working Conditions:

• Includes extremes of temperature and humidity
• Hazards include stairs and communicable diseases

Terms of Employment:

• 244 Working days 8.0 hours per day
• 16 Paid holidays
• 260 Total paid days
• Confidential (Non-bargaining) Employee

Benefits:

• Per MTA Contract

FLSA Status:

• Hourly/Exempt

Required Experience:

IC