Administrative Assistant to the Superintendent

Administrative Assistant To The Superintendent

Harmony-Emge School District 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:

• 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 employees 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.