Administrative Assistant to the Assistant Superintendent

The Illinois Association of School Administrators; Washington, Northern (IL, KY); Hybrid; USD 29,000 - 36,000; Full time

Job summary

The Illinois Association of School Administrators seeks an Administrative Assistant to the Assistant Superintendent to enhance the Business Office with strong organizational, secretarial, and people skills. You will handle purchasing, central receiving, textbook coordination, activity funds, and minutes for board meetings.

Requirements include strong secretarial skills, basic office procedures knowledge, and being computer literate with word processing, spreadsheets, and databases.

Qualifications

• Demonstrated secretarial skills and people skills.
• Knowledge of basic office procedures and internal communications.
• Knowledge of operation of office equipment, machines and computers.
• Must be computer literate and able to work with word processing, spreadsheets, and databases.
• Possess an associate degree or have five years of secretarial experience.
• Alternatives to the above qualifications may be acceptable.

Responsibilities

• Assume all secretarial duties for the Assistant Superintendent.
• Assume primary responsibility for Central Receiving.
• Prepare purchase orders for staff and requisition book items.
• Check in materials and notify staff of arrival.
• Coordinate textbook lists and assist the bookkeeper with missing texts.
• Manage Activity Fund accounts, deposits, postings, and reports.
• Serve as contact person for building rental or after-hours use.
• Complete Department of Public Aid and Social Security forms.
• Assist the Bookkeeper as needed and keep inventory updated.
• Record secretarial duties for the Board of Education and prepare minutes.

Skills

Secretarial skills

People skills

Office procedures

Office equipment operation

Computer literacy

Education

Associate degree or 5 years secretarial experience

Tools

Word processing

Spreadsheets

Databases

Job description

Administrative Assistant to the Assistant Superintendent

Duties

Job Goal : To enhance the Business Office through demonstrated organizational, secretarial, and people skills.

Performance Responsibilities :

• Assume all secretarial duties for the Assistant Superintendent.
• Assume primary responsibility for Central Receiving.
• Prepares purchase orders for staff and orders all requisition book items including supplies, equipment, textbooks, library books, periodicals, etc.
• Checks in materials and notifies staff of their arrival.
• Assumes responsibility for collecting textbook lists, and coordinate missing textbooks list for bookkeeper.
• Shall assume responsibility for Activity Fund accounts:
  • Assume responsibility for all tasks involved in depositing activity monies;
  • Post receipts and expenditures to accounts;
  • Assume responsibility for activity check requests;
  • Balance accounts monthly and type report for the Board of Education and activity club sponsors;
  • Set up new accounts and files for all checks and invoice payments;
  • Prepare balance sheet and other reports for auditor.
• Serves as contact person (when the Assistant Superintendent is not available) for building rental and any building use after 4:00 p.m.
• Completes Department of Public Aid and Social Security forms.
• Assists the Bookkeeper on an as-needed basis.
• Assume responsibility for keeping school inventory updated.
• Assume billing for the Transportation Co-Op.
• Other duties as assigned. May include recording secretarial duties for the Board of Education.
• Shall serve as recording secretary for board meetings, prepare minutes, and post minutes on web site when approved.
• Coordinate MPR usage and the main school calendar on the WCHS

Reports to : Assistant Superintendent

Evaluation : Performance of this job will be evaluated annually by the Assistant Superintendent in accordance with the Board’s policy on Evaluation of Non-Certified Personnel.

Qualifications

Qualifications :

• Demonstrated ability in secretarial skills and people skills.
• Knowledge of basic office procedures, processes, and internal communications.
• Knowledge of operation of office equipment, machines and computers.
• Must be computer literate and have the ability to work with word processing, spreadsheets, and data bases.
• Possess an associate degree or have five years of secretarial experience.
• Alternatives to the above qualifications as the Board find appropriate and acceptable.

Salary/Benefits

Terms of Employment : 232 days, Hourly rate: $21.00 - $26.00 (rate commensurate with experience). Hours to be set by the Assistant Superintendent.

Additional Notes

Position for 2026-2027 school year