Administrative Assistant (10 Month)

Lake Forest School District 67 is seeking a 10-month, 8 hour/day full-time Administrative Assistant at Cherokee Elementary School.

Description: The Administrative Assistant works in partnership with the building Principal to ensure smooth operation of the school. Primary responsibilities include securing/allocating substitute teachers, managing student files and data needs of the staff, ordering curriculum materials and supplies, and managing the budget/associated reporting. The Administrative Assistant must be a strong communicator with working knowledge of Google suite of Docs/Sheets/Slides/Calendar which are used extensively.

Starting Range: $20.34/hour - $22.42/hour

Benefits:

• Insurance - medical, dental, vision, life, and disability insurance, and flexible spending plans are available
• Leaves - paid sick and personal days provided
• Pension - the district and employee contribute to IMRF

Essential Functions:
Communication

• Assemble “news” in daily bulletin and share out daily with staff
• Correspond with parents as necessary to clarify attendance and dismissal questions
• Correspond with APT President and various committee members as needed on school events throughout the year
• Correspond with Lake Forest Police Department to secure street parking for school events
• Correspond with LF Police and Fire Departments to schedule safety drills throughout the year

Daily Staffing

• Monitor Frontline, emailed requests, and school calendar to anticipate sub needs and allocate resources.
• Maintain document outlining daily sub placement
• Secure subs by reaching out via email, call, or text
• Print sub sign-in sheet and assign/keep track of loaned out fobs
• Work with principal to ensure staffing holes are filled

File Management

• Work with the Business Office to secure registration paperwork for student files including birth certificates and proof of residency
• Utilize PowerSchool and Infosnap to print required documents for each student’s Cumulative File
• Secure student records for newly-enrolled students from previous school. Follow-up with parents and school as necessary
• Receive and file report cards, standardized testing reports, and other relevant documents in student files

Office Work - done together with Office Assistant

• Create a welcoming environment as students, staff, and parents enter the building
• Work extensively in PowerSchool to access/export student data for a variety of purposes
• Prepare class rosters, class grids, lunch count sheets, dismissal information for classroom teachers
• Input and process attendance in PowerSchool on a daily basis
• Answer phone, parent emails, handle in-person exchanges including student drop-offs/pick-ups
• Ensure the staff lounge and copy room are stocked with appropriate supplies. Reorder as needed
• Maintain copiers and ensure necessary supplies have been ordered. Call for service when needed
• Collect information and maintain a spreadsheet of typical dismissal patterns for each student. Make notes and communicate changes on a daily basis.
• Work with transportation manager to manage bus riders, including preparation of daily bus lists
• Coordinate events (field trips & transportation) and set ups (assemblies, etc.)
• Works closely with the custodial and maintenance staff for work orders, etc
• Maintain accurate class lists. Copy and distribute information to homerooms as required.
• Direct dismissal of students for timely exit of the building
• Utilize guest entry system to manage and screen visitors, with attention paid to the safety and security of the building
• Assists with safety drills and emergency situations
• Coordinate special events (e.g. K-4 Music Shows, 8th Grade Graduation)

Purchasing

• Purchase all curricular materials and supplies throughout the school year through a variety of vendors Set up accounts so they are all tax-exempt

Financial Management

• Keep track of the overall school budget, assigning expenses to associated categories and working with the Principal when adjustments are necessary. This involves logging spending and timesheets for several staff members throughout the school. Provide budget updates to the Principal periodically
• Prepare financial reports every month as initiated by the Business Office. Collect corresponding receipts, assign associated budget codes, and secure appropriate approvals prior to submitting
• Prepare banking reports every month as directed by the Director of Fiscal Services. Log all transactions in the school activity account checkbook and Quicken. Generate reports with corresponding back-up for submission to the Business Office and review by auditors
• Assist with tracking stipends
• Monitor APT budget, manage deposits, and reimburse parents from school activity accounts

Miscellaneous

• Execute projects for Principal throughout the year, ranging from document preparation, staff motivation ideas and purchasing
• Performs other related duties as assigned by the supervisor
  
  

Qualifications:
Education, Experience, and Licensure (required and preferred)

• High School Diploma or GED, required
• Bachelor’s Degree, preferred
• 3-5 years administrative or clerical experience in a school or district-office setting, preferred

Competencies (Knowledge, Skills, and Abilities)

• Ability to interact and communicate (verbally and in writing) effectively with a variety of audiences
• Strong interpersonal, collaboration, and organizational skills
• Ability to prioritize workflow, problem-solve, adapt to change, and meet deadlines
• Proficiency with Microsoft Office Suite/Google Workspace and school-based personnel and financial information systems
• Works with speed, attention to detail, confidentiality and consistency
• Comfortable and pleasant demeanor in very active environments
• Maintain professional appearance
• Maintain confidentiality
  
  

Physical Demands & Work Environment:



Application Procedure: Interested candidates must apply online. Click here to access the online application.

To learn more about Lake Forest School District 67, visit our website at www.lakeforestschools.org.

Educating without Boundaries... Learning without Limits