Executive Office Personnel (#29488)

VACANCY: The Valley View Public School District is seeking an individual to fill a full-time Executive Office Personnel position in the Transportation Department.

JOB SUMMARY: The Executive Secretary assigned to the Transportation Department is responsible for providing high-level administrative support to the Director and Assistant Directors by completing accounting and payroll tasks, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, and scheduling meetings. May also train and supervise lower-level clerical staff.

ESSENTIAL FUNCTIONS:

• Perform general clerical duties such as answer phones, greeting visitors, scheduling meetings, sorting, and distributing U.S. and inter-district mail if applicable, typing correspondence as assigned, filing and records management, preparing and initiating Parent Link calls as needed, completing data entry, participating in emergency drills, attending district meetings, and distributing supplies.
• The duties listed below are not meant to be an all-inclusive list, but rather to define, with as much latitude as possible, the essential functions of this position.
  • Assist dispatchers with radio communication.
  • Assist parents/guardians with paid student transportation.
  • Perform purchasing functions such as ordering all office and garage supplies, creating purchase orders, processing invoices and reconciling P-Card purchases.
  • Maintain and update employee scheduling information.
  • Assist with payroll data entry and record keeping.
  • Process and total all fuel receipts and run reports on a weekly basis.
  • Prepare, organize, and maintain documents for DocStar filing.
  • Process employee incident reports.
  • Maintain Versatrans System and update student notes.
  • Utilize employee and vehicle reports when needed.
  • Maintain and update employee information.
  • Organize and process all regular and athletic field trip invoices.
  • Issue Zonar cards for all new drivers and maintain driver list.
  • Maintain IPASS transportation account, calculate toll charges for field trips and handle all toll/red light violations.
  • Assist Director with preparation of any upcoming contracts.

• Serve as a role model for all students and perform their duties to create an environment that is conducive to providing students an enhanced and engaged learning opportunity.
• Perform other duties as assigned.

QUALIFICATIONS:
EDUCATION

• Minimum of High School Diploma or GED equivalent
• 2 years of college or comparable business school, preferred

EXPERIENCE

• At least 3 years or more of secretarial experience preferred

OTHER SKILLS AND ABILITIES

• Must demonstrate a high level of confidentiality.
• Must have knowledge of basic accounting principles.
• Knowledge and experience with office equipment to include but not limited to copiers, fax machines, printers, computers, phone systems.
• Must possess excellent organizational skills.
• Effective communication skills with a high level of sensitivity and tact in person and on the phone.
• Must possess excellent typing, grammar and computer skills including all Microsoft Office and Google products.
• Must be highly organized and be able to work with little or no supervision.
• Ability to plan, prioritize, and coordinate multiple projects and to work under pressure to meet deadlines.
• Must be able to handle stressful situations with professionalism.
• Ability to work collaboratively with administration, staff, and stakeholders.

PAY SCALE AND BENEFIT DISCLOSURE: The work year for this position is 228 days. Salary is in accordance with the Office Personnel Salary Schedule.

Benefits:

• Medical/Vision and Dental coverage through BCBSIL
• FSA and Dependent Daycare accounts
• Life, AD&D, and Long-Term Disability insurance
• Tuition Reimbursement
• Salary Advancement
• IMRF contribution included in base salary
• 403B

WORKING ENVIRONMENT AND PHYSICAL ACTIVITY: Work is performed in an environment where unusual temperature and hazards are relatively non-existent, the noise level may at times be moderate to loud. Employee will experience constant interruptions and need to meet time-sensitive deadlines. Work regularly requires the employee to stand, walk, sit, talk, hear, and occasionally climb stairs. The employee is frequently required to reach with hands and arms, stoop, bend and kneel. The employee must occasionally pull, push, lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.

TERMS OF EMPLOYMENT: The work year for this position is 228 days. The salary is paid in accordance with the current office personnel salary schedule. The district offers excellent fringe benefits including life, health, and dental insurance.

EVALUATION: Performance of this job will be evaluated in accordance with the collective bargaining agreement between the Valley View Office Personnel Council and the Board of Education.

APPLICATION PROCEDURE: Applicants should apply online at www.vvsd.org and upload a letter of application, resume and three (3) letters of recommendation dated within the past twelve (12) months.

SELECTION PROCEDURE: The deadline for receiving applications is open Until filled. Interviews with selected applicants will be held as soon as practicable.

Equal Opportunity Employer