Position Type: Administrative Assistant/Administrative Assistant - 12-MonthsDate Posted: 9/19/2024Location: Proviso Township High SchoolsDate Available: Upon ApprovalClosing Date: Until Filled POSITION TITLE: Administrative Assistant - Coordinators of Educational Services REPORTS TO: Coordinators - Educational Services Deputy Superintendent of SchoolsCLASSIFICATION: Special Payroll QUALIFICATIONS: Associates Degree; experience in providing executive level secretarial services; OR any equivalent combination of experience and training which produces the following knowledge, abilities, and skills: Required Experience or Training
- Excellent secretarial experience with superb organizational skills at a school administrative level.
- Considerable knowledge of the care and operation of standard office software, equipment, machines, and new technology.
- Proficiency in the Microsoft Office suite, including Outlook, Word, Excel, Access, and Office 365.
- Knowledge of school and district laws.
- Ability to proofread, transcribe, and type complex communications accurately.
- Ability to develop and maintain expenditure records and inventory for local, state, and federally funded programs.
- Ability to manage data efficiently and accurately.
- Ability to acquire new knowledge as needed after a reasonable period of training.
- Ability to work independently on responsible and confidential administrative assignments and secretarial tasks, maintaining confidentiality.
- Ability to establish and maintain effective working relationships with faculty, students, parents, administrators, members of the Board of Education, business community members, and visitors and to effectively and discreetly convey information, promoting positive public relations.
Desired Experience or Training
- Extensive knowledge of business English, spelling, and punctuation.
- Considerable knowledge of the principles and methods of office management and of office procedures, systems, and equipment.
- Knowledge of special education laws and policies.
- Knowledge of standardized testing practices.
- Aptitude for numbers, data management, and data analysis.
- Availability to work extended hours and days as position responsibilities demand or as directed by supervisors.
- Ability to handle many tasks at one time and meet deadlines.
- Ability to lift five to ten pounds.
- Evidence of previously successful work experiences and of a strong attendance record.
Position Responsibilities
- Maintain confidentiality in handling student, teacher, and other sensitive information.
- Screen phone calls, visitors and mail; refer individuals or inquiries to the appropriate persons or offices; manage calendars, schedule meetings.
- Handle confidential matters.
- Research products and manage purchases from outside vendors: requests quotes, prepare requisitions, monitor delivery of purchases, and distribute to the schools when needed.
- Process conference requests for staff.
- Create requisitions for conferences; process reimbursements for food and/or mileage.
- Generate reports from PowerSchool and other local or online sources.
- Maintain inventory of testing and office supplies.
- Maintain all documents and records for students within the Department.
- Prepare and manage performance evaluation forms.
- Plan and set up meetings and professional development, including publicity, registration, logistics, handouts, timesheets and evaluations.
- Organize testing, assessment writing, and professional development materials.
- Assist in preparation of calendars, planning documents, and progress trackers for building and district projects.
- Other duties and responsibilities as assigned by Deputy Superintendent of Schools and of Coordinators - Educational Services.
Proviso Township High Schools District 209 does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, parental status, military service, and other protected categories as set forth in Board Policy 5:10.