Administrative Assistant - Superintendent

Community High School District 94•West Chicago, IL

16d•Onsite

About The Position

This position serves as the administrative assistant to the Superintendent and provides administrative support to the Board of Education. The role involves preparing and distributing documentation, processing confidential materials, managing the Board of Education's services, and supporting the Superintendent's daily operations. The position also requires representing the Superintendent's office, responding to inquiries, serving as a recorder at meetings, researching topics, and maintaining various district calendars and records. Additionally, the role includes overseeing FOIA responses, updating policies, issuing Gold Cards, serving as a Notary, ordering supplies, maintaining closed session recordings, coordinating Drivers' Education waivers and E-Learning applications, and managing Community Room reservations.

Requirements

High School Diploma or its equivalent
Previous clerical experience required
Proficiency with Microsoft Word and Excel
Proven ability to learn and utilize new software and technologies at a high level
Must be able to perform all of the duties and responsibilities of the position
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

Nice To Haves

Previous administrative assistant experience in public or private settings preferred
Bilingual in English and Spanish preferred, but not required

Responsibilities

Prepare, compile, and distribute documentation for the Board of Education and Superintendent.
Process confidential material in an appropriate manner, ensuring confidentiality.
Provide services to the Board of Education, including compiling information from Closed Session Minutes, facilitating conference registrations, maintaining Minute Books, and serving as Recording Administrative Assistant.
Serve as the Administrative Assistant to the Superintendent, managing appointment calendars, mail, phone calls, emails, and developing professional relationships.
Provide complex and confidential administrative and secretarial support for District files and programs.
Prepare documents and correspondence as directed by the Superintendent.
Represent the Office of the Superintendent in the Superintendent's absence.
Respond to calls, visitors, emails, correspondence, concerns, and complaints to resolve problems or provide information.
Analyze inquiries and requests for information and provide recommendations to the Superintendent.
Serve as recorder at meetings, including daytime and evening sessions.
Attend public hearings and work sessions as directed by the Superintendent.
Research topics and compile data for reports, projects, and policies.
Oversee and maintain responses/requirements for FOIA and serve as backup to the FOIA Officer.
Update Policy per Board action via PressPlus.
Maintain the annual school district calendar.
Process Board packets and materials via BoardBook.
Issue Gold Cards to the community.
Serve as Notary.
Order supplies as needed.
Maintain closed session recordings.
Coordinate Drivers' Education waivers and E-Learning applications.
Maintain reservations for the Community Room.
Perform other duties as assigned by the Superintendent.