Substitute Administrative Assistants

Substitute Administrative Assistant

The Substitute Administrative Assistant provides critical administrative support to the school principal, staff, and faculty, ensuring the smooth day-to-day operation of the school. They wear many hats and contribute to a positive and efficient learning environment.

Qualifications:

• Education: Required High School diploma supplemented by university-level courses in business administration, secretarial science, or related courses. Preferred Associate's Degree
• Experience: Required Two years experience in responsible and varied administrative assistant work or any equivalent combination of education and experience which provides the necessary knowledge, skills and abilities to be successful in the position. Required - Experience with Google Suite Preferred Google Level I Certification.
• Language Skills: Preferred Bilingual Spanish: Able to communicate effectively and accurately in English and Spanish

Performance Responsibilities:

• Accurately record and verify student's discipline records.
• Organize, collate, and disperse mailing to parents.
• Monitor and document student and parent visits/meetings to the Assistant Principal and Dean of Students' Offices.
• Draft and type student attendance and behavior documents including but not limited to academic supports, attendance, and expulsion paperwork for processing.
• Perform the usual office routines and practices associated with a busy, productive and efficiently operating office.
• Type a variety of office related materials. Compose memos and short letters.
• Develop and maintain the necessary rapport to be able to work effectively with staff and students.
• Organize and maintain all records and materials so that they may be easily and quickly located when required.
• Assist in supervision of Departmental budgets.
• Participate in related training when offered by the District.
• Other clerical duties, which include answering phones for Assistant Principals and Dean of students, including printing, typing and copying documents, file management.
• Maintain attendance data and documentation accurately for Illinois State Board Of Education reporting.
• Managing campus and District events on the calendar. Assistance with Truancy officer and Data Analyst responsibilities in attendance and behavior documentation.
• Other duties as assigned.

Essential Performance Responsibilities:

• Performs usual office routines.
• Maintains such student records as shall be required.
• Type materials such as letters, student records, reports, memos, monthly statements, etc., from rough drafts or corrected copies.
• Verifies totals on report forms, requisitions, and proofreads work.
• Daily, works with the central office to ensure that substitute teachers are placed in open positions.
• Receives and routes all incoming calls and mail.
• Maintains a daily teacher attendance log and the concomitant records for substitute teachers.
• Assists Dean in collating instructional materials as requested for Student Engagement Support.
• Maintains a log of visitors to the school. Also, maintain supplies.
• Assist in other areas as needed. Complete other duties as assigned.

Knowledge, Skills, and Abilities:

• Technical: Considerable knowledge of business English, spelling, punctuation and math. Knowledge of the principles and methods of office management and of modern office procedures, systems and equipment. Knowledge of regulations, procedures, and services of the School. Ability to keep complex records, to assemble and organize complex data, and to prepare reports from such records. Ability to effectively utilize Microsoft Word, Excel, and PowerPoint in order to perform daily functions.
• Interpersonal: Ability to work independently on responsible and confidential administrative assignments and secretarial tasks. Ability to deal with teachers, staff, students, and visitors tactfully and courteously. Ability to type accurately and rapidly and to compose effective and accurate correspondence on a computer using word processing program. Ability to follow directives and take initiative.

District Core Competencies:

• Willingly anticipate, identify and adopt change
• Engage in all job-related interactions and activities, with contacts from within and outside the District, in a courteous and professional manner
• Communicate with styles that are approachable and respectful
• Take initiative to manage multiple tasks
• Effectively organize work to be as productive as possible

Hours: 8am-3:30pm with a 30 minute unpaid lunch

Pay Rate: $125/day

North Chicago District 187