Administrative Assistant

Niles Township District for Special Education

Vacancy for 2025-2026 School Year

 Secretary to the Principal

Reports to:  Principal, Julia S. Molloy Education Center

Position/Role Summary:   The Secretary to the Principal provides administrative support to the Principal of the Molloy Education Center and collaborates with NTDSE administrators to ensure the smooth operation of the center and other programs. This role oversees the management of the Molloy front office and serves as a key point of contact for staff, students, and parents.

Evaluator:  The Principal of Molloy Education Center 

Qualifications:

• Education: College degree preferred.
• Experience: Prior experience in an educational or business environment is preferred. 
• Technical Skills:
  • Proficiency in Microsoft Office and Google Workspace applications.
  • Ability to read and comprehend technical materials.
  • Willingness and ability to learn and adapt to new technologies as adopted by the district.
• Communication & Interpersonal Skills:
  • Strong proficiency in English composition, grammar, and spelling.
  • Excellent verbal and written communication skills.
  • Personable, flexible, and comfortable working with children, teachers, and district personnel.
  • Ability to build and maintain effective relationships with staff, students, parents, and community members.
• Work Ethic & Collaboration:
  • Ability to work independently and manage multiple tasks efficiently.
  • Strong teamwork skills, including the ability to take direction, provide guidance, share knowledge with colleagues, and work collaboratively with administration and staff to support school operations.
• Physical Requirements:
  • Ability to occasionally lift and move packages, boxes, and materials weighing up to 25 pounds.

Duties and Responsibilities:

• Administrative Support:
  • Assist the principal with all correspondence, including drafting, reviewing, copying, distributing, and filing documents.
  • Maintain and manage the master schedule for all shared spaces within the Molloy Education Center.
  • Organize and maintain student attendance records and free/reduced lunch documentation for all Molloy and NTDSE satellite classrooms; submit monthly attendance reports to appropriate districts.
  • Ordering of school lunches for Molloy Education students.
  • Maintain and update internal databases, including phone extension lists, key distribution records, and staff directories.
  • Keep accurate and up-to-date student files and emergency contact information for students and staff.
  • Kitchen milk/juice supplies.
  • Assist with the registration process for Molloy and Extended School Year (ESY) programs.
  • Provide student enrollment figures for Molloy, Satellite, and Private/Parochial schools for the Governing Board.
  • Maintain a comprehensive IEP meeting calendar for all students at the Molloy Education Center.

• Substitute Coordination:
  • Work with the Substitute Cooperative to ensure classrooms have adequate coverage for teacher and staff absences.
  • Maintain and update a database of substitute teachers and support staff, ensuring availability as needed.
  • Utilize substitute management systems (e.g., Frontline) to track, schedule, and confirm substitute placements.
  • Communicate with staff regarding substitute needs and coordinate last-minute coverage for unexpected absences.
  • Assist with the onboarding of substitutes, providing them with orientation materials and school procedures.
  • Maintain accurate records of staff absences and provide necessary documentation for payroll and reporting.

• Student Transportation Support:
  • Act as a liaison with the Director of Transportation, ensuring smooth transportation operations.
  • Communicate with the bus company and parents regarding transportation concerns that arise throughout the day.

• Other Responsibilities:
  • Provide support as needed for special projects and school operations.
  • Perform additional duties as assigned by the NTDSE administrative team.

Terms of Employment:

12-month position.  Salary and benefits are determined by the NTDSE Governing Board.

Apply online at www.ntdse.org.  Click “Employment” tab

Application Deadline:

March 31, 2025