12 Month Administrative Assistant

Maine Township High School District 207; Park Ridge (IL); On-site; USD 56,000 - 68,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

IMRF pension

Paid vacation

Paid holidays

Sick days

Job summary

Maine Township High School District 207 is seeking an Administrative Assistant to perform administrative tasks that support the efficient operations of the District Office. The role focuses on onboarding substitutes, maintaining personnel records, and coordinating background checks while supporting recruitment and communications.

Responsibilities include managing substitute handbooks, ensuring compliance, updating district websites, coordinating events, and handling general clerical duties with

Qualifications

• High school diploma or relevant qualification.
• Prior related office experience preferred.
• Motivated to learn and develop industry-related skills and certifications continuously.
• Hands-on experience with office equipment (e.g. phone systems, fax machines, fingerprinting and printers)

Responsibilities

• Manages the onboarding employment process of all substitute employees and student teachers.
• Management/organization of substitute handbooks.
• Responsible for conducting all employee background checks.
• Maintain, record and review all substitute certifications and licensures.
• Assist with the recruitment of daily and long-term team substitute teachers.
• Maintain database and process all daily and long-term substitute onboarding processes, including training and software management.
• Assists with organization of student teacher assignments.
• Maintain compliance and database management of state, federal and district employee trainings.
• Website content manager includes reviewing and updating District 207 website pages & sites as needed.
• Assists with planning and executing special events such as organization-wide meetings, employee recognition events and retirement celebrations.
• Welcome/direct guests to the appropriate office or meeting location.
• Maintain office security by following all safety procedures.
• Perform other clerical duties such as filing, photocopying and faxing.
• Answer phones/emails with accurate information, including but not limited to school events, registration, free and reduced fee waiver requests and other general questions.
• Process, manage and organization of all mail services and deliveries, including maintenance
• Manage budget of the postage system and invoices for background checks
• Maintain inventory and order supplies related to office operations
• Perform other tasks, duties and assume other duties and responsibilities as assigned by the Assistant Superintendent of Human Resources

Skills

Confidentiality

Communication skills

Punctuality

Organizational skills

Attention to detail

Multitasking

HRIS familiarity

Payroll knowledge

Education

High school diploma

Relevant qualification

Tools

Google Workspace

Microsoft Office

HRIS systems

Job description

Summary

The Administrative Assistant will perform administrative tasks and services to support effective and efficient operations of the District Office.

Summary

The Administrative Assistant will perform administrative tasks and services to support effective and efficient operations of the District Office.

REPORTS TO and EVALUATION

• Director of Human Resources
• Assistant Superintendent for Human Resources

PERFORMANCE EVALUATION

Performance will be evaluated annually by the Director of Human Resources in accordance with District 207's support staff evaluation procedures and aligned to district priorities.

SUPERVISES

• No direct supervisory responsibilities. May provide coordination or direction to interns, vendors, and student media teams as assigned.

CERTIFICATION And QUALIFICATIONS

• Minimum: High school diploma or relevant qualification.
• Prior related office experience preferred.
• Required: Motivated to learn and develop industry-related skills and certifications continuously.
• Hands-on experience with office equipment (e.g. phone systems, fax machines, finger-printing and printers)

DUTIES And RESPONSIBILITIES

• Manages the onboarding employment process of all substitute employees and student teachers
• Management/organization of substitute handbooks
• Responsible for conducting all employee background checks
• Maintain, record and review all substitute certifications and licensures
• Assist with the recruitment of daily and long-term team substitute teachers
• Maintain database and process all daily and long-term substitute onboarding processes, including training and software management
• Assists with organization of student teacher assignments
• Maintain compliance and database management of state, federal and district employee trainings
• Website content manager includes reviewing and updating District 207 website pages & sites as needed
• Assists with planning and executing special events such as organization-wide meetings, employee recognition events and retirement celebrations
• Welcome/direct guests to the appropriate office or meeting location
• Maintain office security by following all safety procedures
• Perform other clerical duties such as filing, photocopying and faxing
• Answer phones/emails with accurate information, including but not limited to school events, registration, free and reduced fee waiver requests and other general questions
• Process, manage and organization of all mail services and deliveries, including maintenance
• Manage budget of the postage system and invoices for background checks
• Maintain inventory and order supplies related to office operations
• Perform other tasks, duties and assume other duties and responsibilities as assigned by the Assistant Superintendent of Human Resources

SKILLS TO SUPPORT THESE RESPONSIBILITIES, including but not limited to

• High level of integrity and trustworthiness, maintains confidentiality/privileged information.
• Excellent interpersonal and communication skills, both verbal and written, and the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Maintains punctual and regular attendance.
• Strong work ethic with the ability to provide consistent, high-quality work with attention to efficiency and accuracy.
• Excellent organizational skills and attention to detail.
• Highly organized, maintains deadlines and able to handle multiple tasks promptly.
• Intermediate computer skills include but are not limited to Google Workspace, Microsoft Office Suite experience, social media platforms, job recruiting sites and platforms, etc.
• Proficient with or the ability to quickly learn payroll management, human resource information systems (HRIS), and similar computer applications.
• Other skills and qualifications that the Board and Administration may establish.

Working Conditions/Environment/Physical Requirements

• Work Environment: Work is performed primarily in an office setting within a school. The position involves frequent interaction with students, staff, parents, and the public. The office environment may be busy and dynamic, requiring the ability to manage multiple tasks and interruptions efficiently.
• Physical Requirements: The role requires frequent sitting, with occasional standing, walking, bending, and reaching. The position may involve lifting and carrying up to 20-25 pounds, such as office supplies or materials. Regular use of computers, telephones, and other office equipment is required. Exposure to video display terminals occurs on a regular basis.
• Professional Commitment: This position requires professionalism, discretion, and the ability to handle sensitive information with confidentiality. The Administrative Assistant must demonstrate reliability, attention to detail, and a consistent commitment to supporting the school community effectively. Ability to accept work interruptions in a considerate, helpful manner.

WORKING DAYS/HOURS

• Monday-Friday, 7:30 a.m. - 4:00 p.m.
• Occasionally, program necessity requires working hours beyond set hours and days.

Salary & Benefits

• Hourly Rate: $30.75
• $61,961.20 annual (prorated first year based on start date)
• 12-month (260 paid days), tbd - June 30, 2027
• Number Paid Hours: 2015
• Number of Paid Work Hours per day: 7.75
• IMRF pension employees vested after 10 years of employment
• 10 days paid vacation
• 17 paid holidays
• 14 sick days
• Medical & dental insurance
• Paid term life insurance policy equal to annual base salary

FLSA STATUS

• Non-Exempt

"As a matter of policy, the race, color, religion, national origin, ancestry, age, sex, sexual orientation, marital status, disability, unfavorable discharge from military service, or any other unlawful basis of discrimination, including harassment as defined and provided by the Illinois Human Rights Act and all other applicable state and federal laws shall not be considered either a qualification or disqualification of any applicant"