Administrative Assistant to the Superintendent

Mokena School District 159•Mokena, IL

17h•Onsite

About The Position

This position serves as an Administrative Assistant to the Superintendent, performing a variety of administrative and clerical duties to support the efficient operation of the District office. The role involves acting as a liaison between the District Office, parents, staff, community members, and the school board, ensuring adherence to district requirements and Board of Education policies. Key responsibilities include managing correspondence, maintaining calendars, preparing official documents, updating the district website, and coordinating various events and meetings.

Requirements

High School Diploma or general education diploma (GED)
Works well with minimal supervision
Able to effectively and efficiently prioritize and complete multiple tasks simultaneously with attention to detail
Able to communicate clearly and concisely, both orally and in writing
Friendly and professional attitude as well as discretion in matters relating to students, parents, staff members and office business matters
Works well with others
Computer skills necessary, including Microsoft Office and Google Suite
Adept at learning and using other related software and web-based programs
Bending, carrying, climbing, lifting, pushing, pulling, reaching, sitting, standing, and walking
Must be able to occasionally lift, move, or push items of 30 lbs.

Nice To Haves

Previous experience in a school district office setting

Responsibilities

Assist with the efficient operation of the District office to meet the needs of students, staff, and the public.
Prepare business correspondence and communications to school staff.
Communicate district information diplomatically, verbally and in writing.
Monitor and maintain the Superintendent's incoming phone calls, mail, and calendar.
Prepare and send legal notices regarding bids, budgets, etc.
Communicate with state school officials as necessary.
Prepare and submit the annual district calendar to ISBE.
Update the District website with current information for parents and the community.
Maintain official district documents.
Prepare and coordinate seniority gifts for eligible employees and Board members.
Coordinate first day and last day of school events.
Update Parent/Student Handbook and Administrators’ Manual annually or as needed.
Assist with CRDC reporting and regional office of education compliance visits.
Collect and distribute press releases concerning district activities.
Coordinate district office meetings.
Update emergency calling list, PTA, and MEF officer listings.
Make reservations and secure necessary supplies and materials for Board and office meetings.
Perform all other duties as requested.
Act as the FOIA Officer for the district.
Act as Recording Secretary to the Board of Education.
Prepare purchase orders and payment requests for all Board and Superintendent purchases.
Track and reconcile all Board and Superintendent expenses by account.
Prepare correspondence to the Board, as necessary.
Prepare Board agendas, Information, and Action Reports and email all Board-related reports to appropriate recipients for each scheduled meeting.
Record school Board meeting minutes.
Schedule all Board meetings and send appropriate notices.
Assemble information and distribute weekly Board Briefs.
Maintain the master copy of the Board Policy Manual.
Make Board-approved changes to the Board Policy Manual, sending revisions to all administrators.
Review Board Policies with the Superintendent quarterly.
Prepare administrative contracts.
Process and correspond with administrative applicants, as necessary.
Track and reconcile all District employee evaluations.
Enter evaluation information for staff in ELIS.
Maintain staff attendance records for the District Office.
Post and maintain job vacancies within the District and IASA Job Bank.
Maintain Seniority List for certified staff and classified staff.
Maintain Job Description Manual for all personnel.