Administrative Assistant (10 Month) - Anticipated

Administrative Assistant

Lake Forest School District 67 is seeking two 10-month, 8 hour/day full-time Administrative Assistants at Deer Path Middle School for the 2026-2027 School Year. The Administrative Assistant works in partnership with the building Principal to ensure smooth operation of the school. Primary responsibilities include securing/allocating substitute teachers, managing student files and data needs of the staff, ordering curriculum materials and supplies, and managing the budget/associated reporting. The Administrative Assistant must be a strong communicator with working knowledge of Google suite of Docs/Sheets/Slides/Calendar which are used extensively. Starting Range: $20.34/hour - $22.42/hour Benefits: Insurance - medical, dental, vision, life, and disability insurance, and flexible spending plans are available Leaves - paid sick and personal days provided Pension - the district and employee contribute to IMRF Essential Functions: Communication Assemble "news" in daily bulletin and share out daily with staff Correspond with parents as necessary to clarify attendance and dismissal questions Correspond with APT President and various committee members as needed on school events throughout the year Correspond with Lake Forest Police Department to secure street parking for school events Correspond with LF Police and Fire Departments to schedule safety drills throughout the year Daily Staffing Monitor Frontline, emailed requests, and school calendar to anticipate sub needs and allocate resources. Maintain document outlining daily sub placement Secure subs by reaching out via email, call, or text Print sub sign-in sheet and assign/keep track of loaned out fobs Work with principal to ensure staffing holes are filled File Management Work with the Business Office to secure registration paperwork for student files including birth certificates and proof of residency Utilize PowerSchool and Infosnap to print required documents for each student's Cumulative File Secure student records for newly-enrolled students from previous school. Follow-up with parents and school as necessary Receive and file report cards, standardized testing reports, and other relevant documents in student files Office Work - done together with Office Assistant Create a welcoming environment as students, staff, and parents enter the building Work extensively in PowerSchool to access/export student data for a variety of purposes Prepare class rosters, class grids, lunch count sheets, dismissal information for classroom teachers Input and process attendance in PowerSchool on a daily basis Answer phone, parent emails, handle in-person exchanges including student drop-offs/pick-ups Ensure the staff lounge and copy room are stocked with appropriate supplies. Reorder as needed Maintain copiers and ensure necessary supplies have been ordered. Call for service when needed Collect information and maintain a spreadsheet of typical dismissal patterns for each student. Make notes and communicate changes on a daily basis. Work with transportation manager to manage bus riders, including preparation of daily bus lists Coordinate events (field trips & transportation) and set ups (assemblies, etc.) Works closely with the custodial and maintenance staff for work orders, etc Maintain accurate class lists. Copy and distribute information to homerooms as required. Direct dismissal of students for timely exit of the building Utilize guest entry system to manage and screen visitors, with attention paid to the safety and security of the building Assists with safety drills and emergency situations Coordinate special events (e.g. K-4 Music Shows, 8th Grade Graduation) Purchasing Purchase all curricular materials and supplies throughout the school year through a variety of vendors Set up accounts so they are all tax-exempt Financial Management Keep track of the overall school budget, assigning expenses to associated categories and working with the Principal when adjustments are necessary. This involves logging spending and timesheets for several staff members throughout the school. Provide budget updates to the Principal periodically Prepare financial reports every month as initiated by the Business Office. Collect corresponding receipts, assign associated budget codes, and secure appropriate approvals prior to submitting Prepare banking reports every month as directed by the Director of Fiscal Services. Log all transactions in the school activity account checkbook and Quicken. Generate reports with corresponding back-up for submission to the Business Office and review by auditors Assist with tracking stipends Monitor APT budget, manage deposits, and reimburse parents from school activity accounts Miscellaneous Execute projects for Principal throughout the year, ranging from document preparation, staff motivation ideas and purchasing Performs other related duties as assigned by the supervisor Qualifications: Education, Experience, and Licensure (required and preferred) High School Diploma or GED, required Bachelor's Degree, preferred 3-5 years administrative or clerical experience in a school or district-office setting, preferred Competencies (Knowledge, Skills, and Abilities) Ability to interact and communicate (verbally and in writing) effectively with a variety of audiences Strong interpersonal, collaboration, and organizational skills Ability to prioritize workflow, problem-solve, adapt to change, and meet deadlines Proficiency with Microsoft Office Suite/Google Workspace and school-based personnel and financial information systems Works with speed, attention to detail, confidentiality and consistency Comfortable and pleasant demeanor in very active environments Maintain professional appearance Maintain confidentiality Physical Demands & Work Environment: While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk or hear, and taste or smell. The employee frequently is required to use hands to handle or feel materials. The employee is occasionally required to climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. In the work environment, the employee is regularly exposed to video display and regularly works in office environmental conditions. The employee occasionally works in the evenings or on weekends. The employee is occasionally exposed to outdoor weather conditions and occasionally works with the use of a personal vehicle. The employee will have contact with the public which requires appropriate demeanor and apparel. The noise level in the work environment is usually moderate. The physical demands and work environment described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Application Procedure: Interested candidates must apply online.