Administrative Assistant - Superintendent

Administrative Assistant - Superintendent

It is the responsibility of this position to be the administrative assistant to the Superintendent, and to provide administrative support to the Board of Education.

Essential duties and responsibilities include preparing, compiling and distributing documentation for the Board of Education and Superintendent following standard procedures as to composition and arrangement (i.e. letters, memoranda, records, policies, contracts, requisitions, etc.). Processing confidential material in an appropriate manner, including but not limited to preparing, processing, filing securely, and maintaining the confidentiality of those materials at all times. Providing the Board of Education the following services: compiling information from Closed Session Minutes for the semi-annual review, facilitating registrations for attendance at professional conferences, maintaining official Minute Books, serving as Recording Administrative Assistant at all meetings. Serving as the Administrative Assistant to the Superintendent, including but not limited to maintaining appointment calendar; receiving and opening mail; taking and responding to phone calls/messages and emails; developing and maintaining professional relationships with district and school administration, faculty, staff, stakeholders and community; assembling related file material for Superintendent action, etc. Providing a wide variety of complex and confidential administrative and secretarial support required in the planning, implementing, directing, and maintaining of District files (paper and electronic) and programs. Preparing documents and correspondence as needed and directed by the Superintendent. Representing the Office of the Superintendent in the Superintendent's absence for matters that require immediate attention and in a professional manner. Responding to a variety of calls, visitors/visits, emails, correspondence, concerns, and complaints in order to resolve problems, provide information, and/or refer to appropriate school/district personnel. Analyzing inquiries and requests for information and providing recommendations for action to the Superintendent. Serving as recorder at meetings throughout the year, daytime and evening, as requested and assigned. Attending public hearings and work sessions as needed and directed by the Superintendent. Researching topics and compiling data for reports, projects, recommendations, Board policies, etc. as needed and directed by the Superintendent. Overseeing and maintaining responses / requirements for FOIA, and serving as backup to the FOIA Officer. Updating Policy per Board action via PressPlus. Maintaining the annual school district calendar. Processing Board packets and resulting materials via BoardBook. Issuing Gold Cards to the community. Serving as Notary. Ordering supplies as needed. Maintaining closed session recordings. Coordinating Drivers' Education waivers and E-Learning applications in accordance with school code. Maintaining reservations for the Community Room. Performing other duties as assigned by the Superintendent to ensure the efficient, effective, productive functioning of the Superintendent's Office.

Skills and abilities include a high school diploma or its equivalent, previous administrative assistant experience in public or private settings preferred, previous clerical experience required, proficiency with Microsoft Word and Excel; and proven ability to learn and utilize at a high level new software and technologies. Bilingual in English and Spanish preferred, but not required. Ability to communicate effectively and accurately, both orally and in writing, in English. Ability to establish and maintain effective working relationships with internal and external constituents/district stakeholders, and Board of Education members. Ability to work independently with little to no direction, stay on task, multi-task, and take responsibility to complete assigned projects and duties in a timely and efficient manner. Superior level of confidentiality.

Pay transparency: This position offers a starting salary range of $80,000 to $90,000, with the final salary based on experience and qualifications. Pay scale and benefit information is available on our website.

Notice of non-discrimination: Equal educational and extracurricular opportunities shall be available for all students without regard to color, race, nationality, religion, sex, sexual orientation, ancestry, age, physical or mental disability, gender identity, status of being homeless, immigration status, order of protection status, actual or potential marital or parental status, including pregnancy. Further, the District will not knowingly enter into agreements with any entity or any individual that discriminates against students on the basis of sex or any other protected status, except that the District remains viewpoint neutral when granting access to school facilities under School Board Policy 8:20, Community Use of School Facilities. Any student may file a discrimination grievance by using Board policy 2:260, Uniform Grievance Procedure. The following person has been designated to handle inquiries regarding the non-discrimination policies: Kerry Foderaro, Interim Executive Director of Human Resources, 326 Joliet Street, West Chicago, IL 60185, View phone number on click.appcast.io.