Administrative Assistant to the Superintendent

Position Type:
Secretarial/Clerical/Secretary

Date Posted:
7/22/2025

Location:
Harmony Emge School District #175

Date Available:
08/11/2025

Closing Date:
08/11/2025

District:
Harmony District 175 Administrative Assistant to the Superintendent

Harmony-Emge School District 175-Belleville, IL


Harmony-Emge SD 175 is seeking a highly qualified, experienced Administrative Assistant to provide professional and confidential support to the Superintendent and Board of Education . This is a 12-month, full-time position , and will begin as soon as possible upon selection of a qualified candidate , with the goal of a smooth transition from the current secretary.



Responsibilities:

• Provide confidential administrative support to the Superintendent and Board of Education

• Assist with the superintendent's calendar in planning appointments, board meetings, hearings, conferences, and more

• Prepare, maintain, distribute and post a wide variety of local, state, and federal documents

• Prepare and distribute all necessary reports for Board of Education meetings

• Attend board meetings and committee meetings and keep minutes

• Prioritize and manage all outgoing or incoming correspondence (e-mail, letters, packages, etc.)

• Manage and maintain employee personnel files, ensuring all required documentation is current and complete; facilitate the onboarding process for new hires, including file setup and compliance with pre-employment requirements.
• Maintain AESOP/Frontline absence management program for the district

• Update directories for the district, the ROE and keep up to date school closing procedures

• Maintain PRESS Policy for the district

• Prepare purchase orders

• Maintaining the district website and social media page.
• Serves as the point of contact for workers' compensation claims and employees insurance inquiries
• Plan and coordinate district-wide events
• Create, post, and manage job vacancies across platforms
• Monitors and verifies employee timesheets district-wide and collaborates with the Business Manager on payroll preparation
• Assist superintendent in tracking and updating state-mandated compliance requirements

Qualifications:

• Bachelor's degree from four-year college or university; or 5+ years of related administrative professional experience; or an equivalent combination of education and experience. (preferred)

• Strong interpersonal skills to reinforce a positive relationship between central office and all community stakeholder groups

• Must have proficient computer skills with word processing specifically and adequate skills at data processing

• Ability to maintain the highest levels of confidentiality and professionalism

• Knowledge of any student management system is preferred

• Excellent verbal and written skills, reliable, resourceful, organized, and detail-oriented.

Salary/Benefits:
Paid Days = 10 Vacation, 14 Sick, 3 Personal; all school holidays including Winter and Spring Break
Board pays employees share of IMRF

Additional Notes:

• Position requires extended hours during Board meeting nights and other key events

• Minimal physical demands, but candidates should be comfortable with setup/organization tasks for meetings

Harmony-Emge 175 is a PreK-8th Grade District located in the diverse community of West-Belleville and our students feed into Belleville West H.S.



Job Types: Contract, Full-time



Salary and Benefits:

• Salary Range: $42,500 - $50,000 per year (with potential stipend based on experience and qualifications)
• Paid Time Off: 10 vacation days, 14 sick days, 3 personal days
• Holidays: All school holidays including Winter and Spring Break
• Retirement: Board pays employee's share of IMRF
• Health Insurance: Available
• Schedule:
  • Monday-Friday, 8-hour shift with 1-hour lunch
  • 1-2 evening meetings per month (Board/Committee) required

Ability to commute/relocate:

• Belleville, IL 62223: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• Bachelor's (Preferred)

Experience:

• Administrative Assistant/Secretary: 4 years (Preferred)

Work Location: In person



Application Process:
Please send the following documents:

• Resume
• Cover letter
• Three professional letters of recommendation (from current or previous employers)

Submit to:

Catie Sanders

7401 Westchester Dr.

Belleville, IL 62223

View email address on click.appcast.io

Hiring Timeline: Interviews will be scheduled upon receipt of qualified applications. Position will remain open until filled.