POSITION:  District Office Administrative Assistant

 

PURPOSE: To provide support to District Office personnel and the Board of Education in order to maximize the efficiency and effectiveness of the Momence School District and promote a positive climate for the entire school community.

 

REPORTS TO: This position reports to the Superintendent of Schools

 

LOCATION: This position is located in the District Office Building.

 

GENERAL RESPONSIBILITIES:

 

1. Maintain confidentiality at all times; handle sensitive and confidential documents, communications, incidents, etc., with discretion and in a conscientious manner;
2. Assist the Superintendent by coordinating the accurate and efficient dissemination of all necessary information to and from the staff, parents, and school community;
3. Arrange and coordinate repair and maintenance of district office equipment as needed;
4. Receive and welcome visitors, incoming calls, and messages in a professional manner;
5. Manage office/district internal and external mail;
6. Order and maintain office supplies as needed;
7. Communicate information proactively and share information with appropriate people in a timely manner;
8. Prepare correspondence, presentations, and other materials for the Superintendent and Board of Education;
9. Collaborate with district wide staff to prepare local, regional, and state reports as required;
10. Maintain files and records for the Office of the Superintendent;
11. Maintain district calendar, scheduling and coordinating appointments as needed;
12. Respond to questions, concerns, requests from other building office staff, and coordinate work as needed;
13. Attend meetings and trainings as necessary;
14. Serve as a contact for any civic/community relations;
15. Assist Bookkeeping staff with various tasks;
16. Adhere to all district policies, state/federal guidelines, and regulations related to school employees;
17. Other duties as assigned by the Superintendent.

 

OFFICE OF THE SUPERINTENDENT OF SCHOOLS:

 

1. Prepare and disseminate materials for meetings, projects, and other situations as needed by the Superintendent;
2. Prepare and update the IASB PRESS Policy in conjunction with District office personnel;
3. Prepare correspondence and communications on behalf of the Superintendent as directed;
4. Maintain and update permanent district records and Board of Education policies and procedures;
5. Serve as District Clerk filing all legal requirements as well as responding to Freedom of Information inquiries;
6. Register and maintain historical records of mandatory training and professional development for Board Members;
7. Maintain the webpages for the Superintendent and Board of Education;
8. Update and maintain Board policies and Administrative Procedures Manual;
9. Assist in preparing communications to the Board of Education regarding organization updates and activities, annual reports, newsletters, and any other related publications for the Superintendent;
10. Organize and maintain files and storage areas of the Superintendent’s office;
11. Schedule and coordinate travel and conference arrangements for the Superintendent and Board Members;
12. Assist with data and information gathering as requested by the Superintendent;
13. Other duties as assigned by the Superintendent.

 

BOE RECORDING SECRETARY:

 

1. Attend all Board meetings;
2. Manage and store minutes of Executive Session meetings per Illinois School Law;
3. Record minutes during all Open Session meetings;
4. Prepare Board Meeting minutes and Board Meeting Briefs in a timely manner;
5. Tend to all follow-up items as determined at each Board meeting;
6. Provide effective oral and written communication with the Board of Education, responding to requests for information, documents, etc.;
7. Prepare and maintain Board of Education documents, files, permanent and historical records, including those related to all meetings;
8. Monitor Board’s compliance with the Open Meetings Act, and other mandatory trainings;
9. Other duties as assigned by the Superintendent.

QUALIFICATIONS AND EXPERIENCE:

 

1. Previous office experience preferred;
2. Excellent interpersonal, communication, and organizational skills;
3. Strong computer and word processing skills with an emphasis on Microsoft Office and Google Suites;
4. Experience with the use of office equipment;
5. Experience with maintaining accurate databases, spreadsheets and records;
6. Must be self-motivated with an ability to work independently;
7. Ability to organize, prioritize, and delegate work under time constraints and to be flexible in an environment of multiple tasks and ever changing priorities;
8. Ability to handle confidential information;
9. Successful background check, physical, and Employment History Review.

 

SALARY RANGE: $16.50/hr or commensurate with experience

 

FULL-TIME/PERMANENT POSITION

 

EXCELLENT BENEFIT PACKAGE

 

BOE RECORDING SECRETARY SALARY: Based on hourly rate

 

PHYSICAL DEMANDS: This position requires the ability to lift and carry up to 25 pounds of materials.  It also requires use of computers, good vision, hearing, and speech for effective communication. 

 

This job description is not an employment agreement or contract.  District management reserves the right to change this job description at any time without notice.