Administrative Assistant III #1711

The Illinois Association of School Administrators; Springfield (IL); On-site; USD 47,000 - 70,000; Full time

Job summary

The Illinois Association of School Administrators in Springfield, IL is seeking an experienced administrative professional to provide high-level support to the Executive Directors of Improvement and Innovation and Regulatory Services.

You will manage calendars, travel arrangements, prepare reports, and handle confidential matters while maintaining filing systems and assisting legislators and agency staff.

Qualifications

• High school diploma or equivalent required.
• Two years of administrative support experience in an office.
• Strong grammar and communication skills.
• Proficient in Microsoft apps and office software.

Responsibilities

• Coordinate appointments and schedules for executives.
• Arrange meetings, travel, and itineraries.
• Prepare correspondence, reports, and materials for meetings.
• Maintain electronic filing systems and records.
• Act as liaison for staff and external partners on policies.
• Timekeeping for executives; backup for departments.
• Process budget entries and MIDAS-related expense claims.
• Handle inquiries and route calls to staff.

Skills

Interpersonal skills

Communication

Organization

Problem solving

Policy interpretation

Education

High school diploma

Some college

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Microsoft Teams

Adobe

Job description

Reporting to the Executive Director of Regulatory Services, performs highly skilled administrative support duties.

Duties and Responsibilities

• Coordinates appointments and organizes schedule for the Executive Director of Improvement and Innovation and the Executive Director of Regulatory Services.
• Performs duties such as scheduling meetings, making travel arrangements, and maintaining itineraries for staff reporting to the Executive Directors.
• Performs a variety of highly skilled administrative support duties such as: prepares correspondence, reports, presentations, and materials for meetings and conferences utilizing a computer and various software packages.
• Assembles and maintains material filing system(s), e.g., electronic.
• Acts as liaison for the Executive Director of Improvement and Innovation and Executive Director of Regulatory Services to personnel of the various assigned departments, interpreting office policies per the Executive Directors' directives and assists, when feasible, outside clients and many other internal agency personnel.
• Serves as timekeeper for the Executive Director of Improvement and Innovation and Executive Director of Regulatory Services and may serve as backup timekeeper for departments reporting to the Executive Directors.
• Handles confidential information or materials on personnel matters such as grievances or labor relations issues.
• Monitors and maintains budget, including entering various Management Information Database Accounting System (MIDAS) related activities into the system such as travel reimbursement and expense claims.
• Processes numerous phone calls and inquiries for the Executive Director of Improvement and Innovation and Executive Director of Regulatory Services and dispatches those calls to be forwarded to other staff.
• Assists legislators, government officials, and school personnel by answering questions and addressing preliminary concerns.
• Opens, date stamps, logs, and prioritizes daily mail and faxes.
• Maintains and tracks property inventory records.
• In coordination with the Agency's Records Management Coordinator, serves as department liaison for records management.
• Performs other duties as assigned.

Qualifications

Required Qualifications

• High school diploma or equivalent.
• Two years of progressively responsible administrative support or programmatic experience in an office setting involving duties such as complex typing, computer work, personnel functions, fiscal procedures, and other specialized activities.
• Extensive knowledge of office practices and procedures.
• Extensive knowledge of grammar, spelling, punctuation, and excellent verbal and written communication skills.
• Proficient in office applications, e.g., Microsoft applications (Teams, Word, PowerPoint, Excel, Adobe, etc.).
• Superior interpersonal skills.
• Ability to problem solve.
• Highly organized and able to comprehend and interpret policies and processes.

Preferred Qualifications

• Some college.

Salary/Benefits

Location: Springfield

Union: Exempt

Department: Regulatory Services

Anticipated Starting Salary Range: $46,632.96 - $58,291.2

Full Salary Range: $46,632.96 - $69,949.44

Office Hours: Monday – Friday 8:00 a.m. – 5:00 p.m.