Administrative Assistant School Professional for District Office

Primary Objective:

• Assist Chief School Business Official, Human Resource Director, Assistant Superintendent, and Superintendent by performing administrative assistant duties, which include, but are not limited to; acting as a liaison between District Office and parents, staff, and community members with an awareness of all district requirements and Board of Education policies.

Minimum Qualifications:

• High School Diploma (Associates/Bachelors degree preferred)
• Work well with minimal supervision
• Able to effectively and efficiently prioritize and complete multiple tasks simultaneously with attention to detail
• Able to communicate clearly and concisely, both orally and in writing
• Friendly and professional attitude, as well as discretion and confidentiality in matters relating to students, parents, staff members and office business matters
• Work well with others
• Computer skills necessary, including being proficient in Microsoft Office & Google Programs
• Adept at learning and using other related software and web-based programs

Critical Attributes:

• Friendly and professional attitude, as well as discretion in matters relating to students, parents, staff members, and office business matters
• Work well with minimal supervision and able to effectively and efficiently prioritize and complete multiple tasks simultaneously
• Able to communicate clearly and concisely, both orally and in writing
• Demonstrates excellent organizational skills and strong attention to detail

Accountable to:

• Human Resource Director

Essential Job Functions:

1. Assist with the efficient operation of the District office in order to best meet the needs of students, staff members, and the public
2. Greet visitors to district office and channel their requests to appropriate person
3. Answer and screen incoming phone calls
4. Coordinate all mail for the district
5. Assist with maintaining personnel files for all staff
6. Assemble and maintain all forms for new employee packets
7. Prepare listing of cash receipts and miscellaneous bank deposits; process charge payments
8. Collect and track impact fees from builders
9. Act as the registrar for the district, coordinating new student registration with administrator in charge to process all incoming forms
10. Collect student registration and transportation fee payments
11. Track residency for all families
12. Assist with organization and distribution of curriculum materials
13. Send out student record requests for new students
14. Coordinate unpaid student fees, sending invoices and tracking receipts
15. Notify families regarding eligibility for waiver of student fees.
16. Coordinate with Accounts Payable for fee waivers and monthly ACH charges
17. Create the building use calendar by communicating with community organizations, administration, custodial supervisor, and other appropriate staff
18. Process all paperwork concerning the use of facilities, including invoices
19. Prepare annual billing statements for Lincoln-Way District 843 rentals
20. Attend annual training to maintain required hours through ISBE
21. Coordinate the National School Lunch Program:
1. Perform verification checks for ISBE eligibility
2. Process & maintain the Direct Certifications from ISBE
3. Process and maintain applications & files for Free/reduced lunch
4. Prepare state and federal food service reports
5. Prepare bids for food service department
6. Notify families and track eligible students for free and reduced lunch program
22. Perform additional duties as assigned

Requirements:

• Bending, carrying, climbing, lifting, pushing-pulling, reaching, sitting, standing, and walking
• Must be able to occasionally lift, move, or push items of 30 lbs.

Working Conditions:

• Includes extremes of temperature and humidity
• Hazards include stairs and communicable diseases

Terms of Employment: 

• 244 Working days, 8.0 hours per day
• 16 Paid holidays
• 260 Total paid days

Benefits: 

• Per the MCSA Contract

FLSA Status:

• Hourly/Non-Exempt