Administrative Assistant for Career & College Readiness and Safety & Security

Administrative Assistant for Career & College Readiness and Safety & Security

The District Administrative Assistant position ensures the smooth and efficient operation of the College and Career Readiness and Safety and Security Department to maximize positive impact on the education of students.

High School Diploma or equivalent

Bilingual Preferred

Word processing and other office system proficiency

Valid Driver's License

The performance of this job will be evaluated at least annually by the College and Career Readiness Coordinator, and Director of Safety and Security or designee in accordance with the Board's policy on the Evaluation of Personnel.

College and Career Readiness Coordinator & Director of Safety and Security

This is a 12-month IMRF hourly position with a starting range of $20.00 to $22.00, established by the Board of Education.

The compensation package for non-union positions includes comprehensive medical, dental, and vision insurance, as well as a $50,000 term life insurance policy. Employees are eligible for paid vacation days based on their length of employment, and holidays are provided per district policy. Full-time employees receive two paid personal leave days per year. Tuition reimbursement is available after the successful completion of the first year.

Non-Exempt

Duties and Responsibilities

1. Professional Standards and Expectations

• Focuses on customer service, creating a positive climate of respect and trust.
• Participates in developing department goals, objectives, and systems.
• Works well within a learning community, including students, parents, staff, administrators, and the community.
• Demonstrates ethical behavior, integrity and confidentiality of information about students and staff in the school environment and community.
• Participates successfully in professional learning opportunities available to increase skill and proficiency related to the assignment.

2. General Administrative & Office Operations

• Assists in the development and implementation of district procedures.
• Performs any office duties, which may include:
• Answering the telephone and directing callers to the appropriate person/department
• Handling inquiries from the general public, parents, staff, and students
• Operating office machines
• Preparing, typing, printing, and duplicating materials
• Assisting in the preparation of reports and written correspondence
• Organizing and maintaining appropriate files
• Sorting of mail, both incoming and outgoing
• Assisting in keeping school attendance reports and records
• Creating purchase orders and invoice records
• Enter data in District systems, including but not limited to student information systems (SIS), Raptor Technologies, Red Rover, etc.
• Assist in the preparation of student, staff, board of education, and community presentations.
• Assumes other duties for which the individual qualifies, as assigned by the administrator or designated representative.
• Creates and distributes reports, bulletins, parent/staff newsletters, and other data-driven methods to assess program effectiveness.
• Other duties as assigned.

3. Safety & Security Department Support

• Prepare, track, and maintain safety data, including emergency drills, activations, and accountability. Assisting with filing the required school safety data to state officials.
• Manage logistics for safety-related training and conferences, including organizing travel, accommodations, and registration for district staff attending events
• Manage and maintain emergency management technology functions and permissions in collaboration with IT
• Assist with upkeep, tracking, and maintenance schedules of district safety equipment.
• Collaborate with local businesses and institutions to develop a strong, cohesive relationship to support emergency preparedness.
• Prepare agendas, reserve facilities, organize technology, and take/distribute minutes for safety committee meetings.

4. College & Career Readiness (CCR) & AVID Support

• Manage logistics for AVID functions, including organizing travel, accommodations, and registration for district staff attending events or conferences.
• Coordinate and schedule with local colleges, trade schools, military recruiters, and other professional organizations for school visits, guest speaker visits, and senior recognition events.
• Organize district-wide career and college fairs and other AVID and College and Career activities, coordinating with school staff and local partners to provide students and families with resources and networking opportunities.
• Collaborate with local businesses and institutions to bring relevant career exploration opportunities to students, including internships, job shadowing, and workshops.
• Prepare agendas, reserve facilities, organize technology, and take/distribute minutes for staff meetings and advisory boards.

Frequent sitting and standing for extended periods. Occasional lifting or moving of items up to 50 pounds. The position requires bending, kneeling, and reaching overhead.

ADA Compliance: The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990. This job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification.

This job description is intended to describe the minimum qualifications, duties, and responsibilities of employees assigned to this position. It is not an exhaustive list of all duties and responsibilities. The District reserves the right to amend and change the position responsibilities to meet District needs as necessary.