ADMINISTRATIVE ASSISTANT 12 MONTH (Switchboard)

Applitrack; Des Plaines (IL); On-site; USD 61,000 - 63,000; Full time

Benefits offered by this job

IMRF pension

17 paid holidays

Medical & dental insurance

Paid life insurance

Job summary

Applitrack at Maine West High School in Des Plaines, IL is seeking an Administrative Assistant for a 12-month term. This role covers switchboard reception and broad clerical support to ensure smooth office operations.

The position requires strong organization, confidentiality, and proficient use of standard office software, with the ability to work both independently and as part of a team to support students, families, and staff.

Qualifications

• High school diploma required; an associate’s or bachelor’s in office admin preferred.
• Proficiency with word processing, spreadsheets, email, and databases.
• Strong written and verbal communication skills.
• Excellent organization and time management abilities.
• Attention to detail and accurate documentation practices.
• Ability to maintain confidentiality and handle sensitive information.
• Strong interpersonal skills for interaction with students, families, staff, and public.
• Able to work independently and as part of a team; adaptable to changing priorities.
• Experience with office equipment and school information systems.

Responsibilities

• Serve as primary contact for the school office, greeting visitors politely.
• Provide administrative support to principals, teachers, and staff.
• Prepare, process, and maintain correspondence, records, and reports.
• Schedule meetings, manage calendars, and coordinate events.
• Manage mail, deliveries, and office communications.
• Support attendance tracking and data entry for reports.
• Maintain and order office supplies and track inventory.
• Facilitate communication with families via newsletters and announcements.
• Maintain confidentiality and adhere to district policies; perform other duties.

Skills

Organization

Multitasking

Adaptability

Interpersonal Skills

Professionalism

Confidentiality

Technical Proficiency

Education

High school diploma

Associate/Bachelor’s preferred

Tools

Microsoft Office

Google Applications

Infinite Campus

Tableau

Eduphoria

FMX

Zendesk

Skyward

Job description

ADMINISTRATIVE ASSISTANT 12 MONTH (Switchboard) JobID: 2266

• Position Type: Support Staff/ Switchboard Receptionist/Substitute Coordinator
• Date Posted: 9/25/2026
• Location: Maine West High School
• Closing Date: 10/05/2026

SUMMARY

The School Administrative Assistant provides a wide range of clerical, organizational, and communication support to ensure the smooth and efficient operation of the school office. This position serves as a first point of contact for students, families, staff, and visitors, and plays a vital role in maintaining a positive and professional school environment. The Administrative Assistant handles confidential information with discretion and demonstrates excellent customer service and attention to detail in all interactions.

REPORTS TO and EVALUATED BY

• Associate Principal for Operations

PERFORMANCE EVALUATION

Performance will be evaluated annually by the Associate Principal for Student Experiences 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 & QUALIFICATIONS

• High school diploma or equivalent required; Associate's or Bachelor's degree in office administration, business, education, or a related field preferred.
• Proficiency in standard office software, including word processing, spreadsheets, email, and database management.
• Strong written and verbal communication skills.
• Excellent organizational and time-management skills, with the ability to prioritize multiple tasks effectively.
• Attention to detail and accuracy in documentation, recordkeeping, and financial tracking.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong interpersonal skills to interact professionally with students, parents, staff, and the public.
• Ability to work independently and collaboratively as part of a team.
• Adaptability and flexibility to respond to changing priorities and office demands.
• Experience with office equipment, including printers, scanners, copiers, and phone systems.
• Bilingual applicants preferred but not required

PROFESSIONAL EXPECTATIONS

• Serve as the primary point of contact for the school office, greeting visitors and answering phones in a courteous and professional manner.
• Provide administrative support to building administrators, teachers, and support staff.
• Prepare, process, and maintain correspondence, reports, student records, and other documentation in accordance with district policies and confidentiality standards.
• Assist in scheduling meetings, maintaining calendars, and coordinating school events and activities.
• Manage incoming and outgoing mail, deliveries, and office communications.
• Support student attendance tracking, including data entry, parent communication, and generating attendance reports.
• Maintain and order office supplies and assist with inventory tracking.
• Support communication between the school and families, including preparing newsletters, announcements, and other materials as directed.
• Demonstrate professionalism, discretion, and a commitment to providing excellent service to students, families, and staff.
• Maintain confidentiality and adhere to all district policies and procedures.
• Perform other duties as assigned by the Administration.

DUTIES AND RESPONSIBILITIES

Communication and Professional Interaction

• Demonstrate excellent capacity for clear writing and speaking.
• Ask questions, clarify assignments, and make recommendations for greater efficiency.
• Serve as the primary point of contact for parents, students, staff, and the public, representing the department professionally.
• Answer and respond to phone calls and emails promptly and professionally.
• Perform other duties as assigned

Administrative and Office Support

• Perform miscellaneous administrative duties such as processing routine mail, running reports, creating and proofreading documents and mailings, and scanning/copying materials.
• Use computers and general office equipment to manage and organize files, records, communication, and databases.
• Create, edit, proof, and print documents, performance programs, award ceremony programs, and certificates.
• Submit master calendar forms, facility requests, maintenance requests, custodial requests, and IT requests.
• Manage multiple calendars, including department chair calendars, department calendars, and external scheduling platforms (e.g., 8to18).

Financial and Resource Management

• Handle requests for payments related to field trips, guest clinicians, and other department expenses.
• Accurately track and allocate income and expenses.
• Maintain inventory and place orders for office supplies, department equipment, and supplemental materials.

Office Organization and Efficiency

• Maintain an organized, efficient, and clean office space.
• Ensure all office systems, records, and materials are maintained in an orderly and accessible manner.
• Perform other duties as assigned by supervisors to support the smooth operation of the department.

SKILLS TO SUPPORT THESE RESPONSIBILITIES, including but not limited to

• Organization & Multitasking - Highly organized, efficient, dependable, detail-oriented, and independent worker with a strong work ethic who is able to handle multiple tasks under deadline situations;
• Adaptability - Responds effectively to changing needs, priorities, and timelines.
• Interpersonal Skills - Exemplary human relation skills with a proven ability to communicate professionally and effectively while working collaboratively with others;
• Professionalism & Confidentiality - Maintain confidentiality of information regarding students, staff, and parents;
• Technical Proficiency - Proficiency with technology, including Microsoft Office skills, Google Applications, and our school-specific information systems (Infinite Campus, Tableau, Eduphoria, FMX, Zendesk, Skyward, etc.)
• Additional Qualifications - As determined by the Board of Education and Administration.

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 pounds, such as office supplies or materials. Regular use of computers, telephones, and other office equipment is required.
• Flexibility & Availability:The role requires frequent sitting, with occasional standing, walking, bending, and reaching. The position may involve lifting and carrying up to 20 pounds, such as office supplies or materials. Regular use of computers, telephones, and other office equipment is required.
• Professional Commitment:This position requires professionalism, discretion, and the ability to handle sensitive information with confidentiality. The School Administrative Assistant must demonstrate reliability, attention to detail, and a consistent commitment to supporting the school community effectively.

SALARY & BENEFITS

• 12-month (260 paid days) - Start Date July 1, 2026
• Total Number of Paid Hours/Day: 7.75
• Total Number of Paid Hours: 2015
• Hourly Rate: $30.75
• Approximately $61,961.20 annually (prorated first year based on start date)
• IMRF pension - employees vested after 10 years of employment
• 17 paid holidays
• Medical & dental insurance
• Paid term life insurance policy equal to annual base salary

FLSA STATUS

Non-Exempt

SCHEDULE

Monday - Friday 6:30 a.m. - 3:00 p.m.