Administrative Assistant to the Executive Director of Business Services (CSBO)

Administrative Assistant to the Executive Director of Business Services (CSBO)

Elementary School District 159 in Matteson is seeking a full time Administrative Assistant to the Executive Director of Business Services (CSBO) for the 2026-2027 School Year. The Administrative Assistant is responsible for performing all procurement functions necessary for the school district. The Administrative Assistant will manage outside suppliers and work closely with accounting staff. This person will be the in-house expert on purchasing.

Reports to: Executive Director of Business Services (CSBO) Salary Range: $60,000 - $70,000 (contingent upon experience)

Essential Duties and Responsibilities:

• Assist with the daily business operations and functions in the Business Office.
• Opens and sorts mail in order of priority, handling matters that do not need to be referred to the CSBO.
• Places and receives telephone calls and records messages. Handles all requests for a first resource and refers to only those that require his/her special handling.
• Schedules meetings as requested. Make appropriate/room/space/refreshment arrangements.
• Responsible for purchasing supplies and material for the office of CSBO, as well as processing invoices for payment.
• Scheduling travel arrangements, including conference registrations, hotel/lodging arrangements, and meeting space as needed for state and national conference and events.
• Administer all purchasing functions including the entering and processing of purchase requisitions.
• Assist with preparing responses to the Freedom of Information Act (FOIA) requests.
• Maintain a high level of integrity and accuracy, database fields controlled within the Purchasing Department. Database fields include qualified vendor list, approval tables, purchase requisitions, purchase orders, change orders, and open purchase orders.
• Communication and Relationship with Vendors. Work closely with accounts payable staff to facilitate the timely payment for purchases and maintain mutually beneficial relationships with vendors.
• Financial Reports. Assist the Director of Fiscal Management with reports requiring specific purchasing/vendor data.
• Receives purchasing assignments from the Director of Finance CSBO.
• Reviews requisitions and specifications for completeness of description, account to be charged, and signatures allowing authorization.
• Interviews vendors for information concerning product, price, reliability/quality, and delivery date. Assists in the negotiation of prices and terms with vendors to obtain satisfactory bids.
• Determines where products may be obtained according to company-established criteria and product specific criteria.
• Consults catalogues and interview suppliers to obtain prices and specifications.
• Oversee all direct purchases.
• Places orders for routine purchases, lease purchase agreements, contracts and related purchasing documents.
• Compute total cost of items purchased.
• Manage district purchase cards for proper coding and payment.
• Completes purchase orders and sends copies to supplier and department originating requests.
• Confers with suppliers concerning late deliveries and back orders. Performs procurement follow-up and evaluates vendor conformance with terms of the purchase agreement.
• Discuss defective or unacceptable goods or services with inspection or quality control personnel, users, vendors, and others to determine source of trouble and take corrective action.
• Maintains files of existing and potential vendors for supplies, equipment and service.
• Expedites delivery of goods to users.
• Maintains vendor catalog file for reference purposes.
• Prepares purchasing reports and compiles records of items purchased or transferred between departments, prices, deliveries, inventories, lease purchasing agreements and service agreement reports and other reports as required.
• Assist in the management of all fixed assets, inventory control and appraisal values for school district properties.

Qualifications:

• Proficiency using computer application Microsoft Office, financial software, computer technology, and general office equipment.
• Ability to prioritize and organize tasks, address multiple tasks simultaneously, perform numerous functions, and assume responsibility for completion of tasks.
• Ability to communicate clearly, concisely and effectively, both orally and in writing.
• Ability to respond to internal and external customers in a timely and courteous manner.
• Demonstrate ability to work well with others.
• Ability to develop effective working relationships with students, staff and the school community.
• Ability to perform duties with awareness of all district requirements and Board of Education policies.

Education and Experience:

• High School Diploma is required.
• Bachelor's Degree in Accounting or Business Administration or an equivalent combination of training and experience, preferred.
• Three or more years of administrative and/or secretarial experiences. Experience must be reflective of duties explained above.
• Previous work experience in an educational institution is beneficial.

Work Environment and Conditions:

• Typical office, non-manual work environment.
• While performing this job, the employee frequently works at a computer and uses hands and arms to key and/or reach; regularly required to talk, hear and walk.
• The ability to see with corrective vision.
• The noise level in this work environment is usually low.
• Minimal local travel may be required on a limited basis.
• Occasional lifting and/or pushing up to 20 pounds.

Elementary School District 159 is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

This job description should not be interpreted as all-inclusive or as an employment agreement between the employer and employee. It is intended to identify the essential functions and requirements of this job and is subject to change as the needs of the employer and requirements of the job change. Incumbents may be required to perform job-related responsibilities and tasks other than those stated in this specification. Any essential functions of this position will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.

Term of Employment: 12 month full-time position Non-union Position

Evaluation: Performance will be evaluated in accordance with Board policies and procedures on the evaluation of professional staff. Revised 08/21/2026