Office Professional to Associate Superintendent's Office

West Aurora School District 129 Job Description

POSITION: Office Professional for Associate Superintendent’s Office

REPORTS TO: Dr. Brent Raby

CONTRACT LENGTH: 1 261/262 Days CATEGORY: 2

MISSION: West Aurora is a Multilingual School District that supports several languages across our buildings. Our office Professionals serve as the first point of contact in each setting. It is our mission to build relationships and strengthen the bond between Parents and District. We strive to make families feel welcome and comfortable in their native language whenever possible.

BASIC FUNCTION: The Office Professional will perform highly responsible and confidential secretarial and administrative assistant duties for the Associate Superintendents. This position serves as the primary point of contact between buildings and the Associate Superintendents, ensuring seamless communication and coordination. The role involves relieving the Associate Superintendent Team of various logistical and administrative tasks, and the candidate will ensure smooth communication and efficient tracking of departmental initiatives.

REPRESENTATIVE DUTIES

Duties on Behalf of the Associate Superintendents’ Office:

• Receive, screen and route telephone calls; greet and assist visitors; refer callers or visitors to appropriate staff members; take and relay messages; respond to requests, complaints and questions from officials, staff and the public, representing the team by phone and written communication.

• Assist in the preparation of all reports and audits to be submitted to the Kane County Regional Office of Education, the State Board of Education and Illinois School Board.

• Coordinate and attend various department meetings. Responsible for preparing agendas, taking comprehensive notes during meetings, and organizing task lists and follow-up actions.

• Assist in the creation and preparation of presentations, correspondence, and other publications by utilizing various technology platforms. Take a proactive approach to developing and organizing documents for use by the department team to enhance efficiency and communication.

• Process vendor payments in a timely manner, ensuring compliance with company policies and contractual agreements.

• Track and analyze department spending, providing regular updates and reports to ensure the budget stays on track and discrepancies are addressed promptly.

Receive, sort, and route incoming correspondence; review and determine priority of incoming mail while maintaining confidentiality of privileged and sensitive information. Assist in planning, coordinating, and organizing office and department activities

• Act as back up to the Board of Education Secretary when needed.

• Ability to Cross-Train with Office Professionals within your settings to ensure coverage for necessary duties in the event there is an absence or vacant position or high volume of work within the building where you can add support.

• Will cover Lunch/Break Schedule for District Receptionist 13-14 times per year. Sign-up sheets for the year will be shared by June 15th so days can be selected based on individual availability to provide coverage.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

• Functions and logistical operations of an administrative office

• Modern office practices, procedures, and equipment

• Record-keeping techniques

• Oral and written communication skills

• Interpersonal skills using tact, patience and courtesy

• Budgeting practice regarding monitoring and control

• Operation of a computer and assigned software

ABILITY TO:

• Plan, coordinate and organize office activities and flow of communications for the assigned administrator

• Compose effective correspondence

• Maintain a variety of complex and confidential files and records

• Understand and resolve issues, complaints, or problems

• Operate a variety of office equipment including a computer and assigned software

• Establish and maintain cooperative and effective working relationships with others

• Plan and organize work

• Work independently with little or no direction

• Work confidentially and with discretion

• Communicate effectively both orally and in writing

EDUCATION AND EXPERIENCE:

Any combination equivalent to: graduation from high school supplemented by college-level coursework in secretarial science or related field and four years of increasingly responsible experience

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

While performing the duties of this job, the employee is frequently required to stand, walk, sit and see, talk, and hear. The employee is occasionally required to reach with hands and arms and stoop, kneel, or crouch. The employee must be able to lift and/or move up to 10 pounds regularly/daily. The employee is required to use computers and other office equipment. Specific vision abilities required by this job include close vision, such as to read type or hand-written material. The noise level in the work environment is generally quiet but can also be that of a school and can be loud when in places like gyms and cafeterias. The employee is continuously interacting with students and staff. The information contained in this job description posting is for compliance with the Americans With Disabilities Act (ADA) and is not an exhaustive list of the duties performed for the position. The individuals currently holding this position perform additional duties and additional duties may be assigned.

Job Type: Full-time

Pay: $20.50 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $21