District Administrative Assistant

DISTRICT ADMINISTRATIVE ASSISTANT

JOB DESCRIPTION

TITLE:

District Administrative Assistant

RESPONSIBLE TO:

Superintendent

SUMMARY:

Serves as a confidential administrative assistant to the Superintendent and a primary point of contact for the public. Supports communication, problem-solving, materials management, cash handling, and record keeping. Also assists with human resources functions under the direction of the Superintendent, including coordinating personnel processes and maintaining employee records.

TERMS OF EMPLOYMENT:

Twelve (12) months per year, hourly employee. Salary, benefits, and terms to be determined by the Board of Education.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned.

• General Office:
• Distributes incoming mail. Mails outgoing correspondence.
• Makes and receives telephone calls, takes messages, and routes calls.
• Greets visitors.
• Reviews and proofreads documents for accuracy, clarity, and proper formatting before distribution.
• Orders, processes, and maintains supplies and materials for the district office.
• Coordinates annual Purchasing Coop orders.
• Operates standard office equipment.
• Maintains school records and files for the district office and related requirements.
• Maintain SPED records and files.
• Prepares, distributes, and files records, reports, correspondence, etc., related to district functions and superintendent needs.
• Serves as confidential secretary to the Superintendent.
• Takes in-service training.
• Posts and advertises job openings.
• Processes transcript and immunization records requests for IWHS graduates.
• Prepares CPDU certification for staff as requested by the building principal
• Assists with ISBE district calendar maintenance.
• Review and update school closing information annually.
• Prepares Student Handbook for submission to publishing company.
• Acts as Election Official for School Board elections, if appointed.
• Assists with maintaining district inventory.
• Troubleshoots equipment breakdowns – contacts companies for repair as needed.
• School Lunch Program
• Submit monthly state reporting for school lunch programs.
• Bookkeeping:
• Assists the District Bookkeeper as needed or assigned by the Superintendent.
• Processes purchase orders.
• Tracks and makes credit card purchases for the District Credit Card and Activity Card.
• Mail payments for monthly bills and file vendor/payment documentation.
• Human Resources:
• Maintains human resource records for the district.
• Coordinates and monitors the completion of required professional development trainings
• Prepares annual certified and non-certified seniority lists.
• Prepares annual Staff Directory.
• Prepares needed documentation for the district’s annual ROE compliance visit.
• Board Meetings:
• Assists Superintendent with preparation of board packets.
• Post agendas to meet legal requirements.
• Assists with preparation of minutes, posting approved minutes to website and forwarding to union officials.
• Prepares and sends out press releases when appropriate.
• Attends board meetings and records the minutes.Maintains board minutes and packet books.
• Maintains board policy books and website.
• Technology:
• Website:
• Posts and maintains district forms.
• Maintains banners and home page news articles.
• Maintains district calendar.
• Transportation:
• Reconciles fuel receipts with the monthly statement.
• Assists Transportation Director as needed or assigned as Superintendent.

EVALUATION:

Performance of this job will be evaluated in accordance with the provisions of the Board’s policy on Evaluation of Support Services Personnel conducted by the Superintendent.

QUALIFICATION REQUIREMENT:

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 an individual with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE:

Prefer at least a two-year degree and job experience of five years as a secretary, or graduated from a recognized school of secretarial skills and job experience of two years, or five years of successful employment as a school secretary.

CERTIFICATES, LICENSES, REGISTRATIONS:

None required.

CONFIDENTIALITY

Maintains confidentiality in all aspects of the role, demonstrating discretion and professionalism.

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before parents, staff, and students.

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.

REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

OTHER SKILLS AND ABILITIES:

Preferably able to type at 55 words per minute. Demonstrated ability to operate a computer and related software. Ability to develop effective working relationships with students, staff, and the school community. Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Education policies.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is almost continuously required to sit, talk, or hear. The employee is occasionally required to walk and stand. The employee is occasionally required to reach with hands and will continuously repeat the same hand, arm, or finger motion many times, as in typing.

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 acceptable for this particular environment. However, the noise level can vary depending upon daily activity, but will still remain within the acceptable noise level range. The employee is continuously interacting with the public, staff and students. The employee will frequently be required to meet multiple demands from several people.

Much of the information contained in this job description is for compliance with the American with Disabilities Act and is not an exhaustive list of the duties performed for this position. The individual currently holding this position performs additional duties, and additional duties may be assigned.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Expected hours: 8 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $20 - $25