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

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

Board of Education

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

Human Resources

• Prepare administrative contracts
• Process and correspond with administrative applicants, as necessary
• Track and reconcile all District employee evaluations
• Enter evaluation information for staff in ELIS
• Maintain staff attendance records for District Office
• Post and maintain job vacancies within District and IASA Job Bank
• Maintain Seniority List for certified staff and classified staff
• 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