Administrative Assistant to the Assistant Superintendent for Finance

School District 45; Villa Park (IL); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Retirement plans

Sick, personal & vacation days

Job summary

School District 45 is seeking an Administrative Assistant to provide confidential, day-to-day support to the Assistant Superintendent for Finance and the Business Department. You will help maintain records, coordinate projects, and prepare materials and reports for distribution.

The role also involves processing fee waivers, meal program duties, board meeting preparation, payroll/banking coordination, and assisting with bids, contracts, and audits.

Qualifications

• High school diploma or higher required.
• Associates degree preferred with business/office coursework.
• Experience in public service or executive admin roles preferred.

Responsibilities

• Provide confidential administrative support for the Finance/CSBO office.
• Prepare and distribute materials and reports for various stakeholders.
• Assist with Board meetings and serve as backup for Board Secretary.
• Coordinate bids, RFPs, and contracts, and monitor renewals.
• Maintain department records and manage banking tasks and security.

Skills

Office equipment

Software applications

Record keeping

Data management

Scheduling

Communication

Education

High School degree or higher

Associates degree in business/word processing/office procedures

Tools

Microsoft Office

SIS system

Job description

Position Purpose

The Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. The Administrative Assistant is responsible for day to day activities, providing a variety of confidential administrative and secretarial support to the Assistant Superintendent for Finance and Business Department; establishing and maintaining department records; coordinating assigned projects; and compiling and distributing a wide variety of materials and reports.

• Fee Waivers
• Prepare application form and process upon receipt from parent
• Notify applicants of determination, process refund if necessary and input status in SIS system
• Meal Program
• Prepare application form, email form to parents and process upon receipt from parent
• Notify applicants of determination and input status in SIS system
• File sponsor and site application at the beginning of the year
• File sponsor and site monthly claims
• File CEP application yearly
• Monthly Board Meetings
• Prepare all agenda items for Assistant Superintendent for Finance
• Serve as backup for Board Secretary
• Workmen's Compensation
• Upon receipt of injury, determine if a claim needs to be filed, file claim with agency and follow up with any possible corrective action
• Communicates with the employee, Payroll and Human Resources
• Monitor claim for any further action
• Upon receipt of injury, determine if a claim needs to be filed, send claim information to parent and follow up with any possible corrective action
• Building Security
• Maintain employee security cards based on established guidelines
• Banking
• Transfer funds and investments for payment of payroll, board bills, and manual checks
• Bids, Request for Proposals (RFP) and Contracts
• Assists Assistant Superintendent for Finance and Director of Buildings and Grounds with the preparation of bid and RFP's
• Maintain and monitor a centralized list of bids, RFP's and contracts
• Responsible for tracking bids, RFP's, and contracts to identify when renewal is necessary
• Yearly Reports
• State of Economic Interest
• Annual Statement of Affairs
• Legal notices for all Business Office items
• Audit
• Compiles audit documentation for auditors, and assists auditors during the annual audit
• Buildings and Grounds
• Work with and assist the Director of Buildings and Grounds with building security, communications, and notifications necessary for the maintenance staff
• Procedures
• Assist in tracking, maintaining and updating Administrative Procedures
• All other duties as assigned by the Assistant Superintendent for Finance/CSBO.

Position Purpose

The Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. The Administrative Assistant is responsible for day to day activities, providing a variety of confidential administrative and secretarial support to the Assistant Superintendent for Finance and Business Department; establishing and maintaining department records; coordinating assigned projects; and compiling and distributing a wide variety of materials and reports.

Essential Duties

• Fee Waivers
  • Prepare application form and process upon receipt from parent
  • Notify applicants of determination, process refund if necessary and input status in SIS system
• Meal Program
  • Prepare application form, email form to parents and process upon receipt from parent
  • Notify applicants of determination and input status in SIS system
  • File sponsor and site application at the beginning of the year
  • File sponsor and site monthly claims
  • File CEP application yearly
• Monthly Board Meetings
  • Prepare all agenda items for Assistant Superintendent for Finance
  • Serve as backup for Board Secretary
• Workmen's Compensation
  • Upon receipt of injury, determine if a claim needs to be filed, file claim with agency and follow up with any possible corrective action
  • Communicates with the employee, Payroll and Human Resources
  • Monitor claim for any further action
• Student Injury
  • Upon receipt of injury, determine if a claim needs to be filed, send claim information to parent and follow up with any possible corrective action
• Building Security
  • Maintain employee security cards based on established guidelines
• Banking
  • Transfer funds and investments for payment of payroll, board bills, and manual checks
  • Issue stop payments
• Bids, Request for Proposals (RFP) and Contracts
  • Assists Assistant Superintendent for Finance and Director of Buildings and Grounds with the preparation of bid and RFP's
  • Maintain and monitor a centralized list of bids, RFP's and contracts
  • Responsible for tracking bids, RFP's, and contracts to identify when renewal is necessary
• Yearly Reports
  • State of Economic Interest
  • Annual Statement of Affairs
  • Legal notices for all Business Office items
• Audit
  • Compiles audit documentation for auditors, and assists auditors during the annual audit
• Buildings and Grounds
  • Work with and assist the Director of Buildings and Grounds with building security, communications, and notifications necessary for the maintenance staff
• Procedures
  • Assist in tracking, maintaining and updating Administrative Procedures
• All other duties as assigned by the Assistant Superintendent for Finance/CSBO.

Other Duties And Responsibilities

• Responds to inquiries from a variety of internal and external parties for the purpose of providing information, facilitating communication among parties and/or providing direction
• Coordinates assigned projects and/or program components for the purpose of completing activities and/or delivering services in a timely fashion
• Maintains all necessary files in an orderly and documented fashion so others can access them easily
• Prepare all written materials and electronic information as related to duties above for the purpose of documenting activities, providing reference, conveying information and complying with established financial, legal and/or administrative requirements
• Participate in staff meetings, in-service training, and workshops for the purpose of gathering information to perform job functions and to share information
• Performs all other related duties as assigned for the purpose of ensuring the efficient and effective functions of the work unit
• Maintain technical knowledge by attending educational workshops, reviewing publications and keeping up to date on recent legislative changes
• Participates in professional organizations to share knowledge and best

Knowledge, Skills And Abilities

• Perform multiple, non-technical tasks with a potential need to upgrade skills in order to meet changing job conditions.
• Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment; using pertinent software applications; and preparing and maintaining accurate records.
• Perform basic math, including calculations using fractions, percent, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions.
• Schedule activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment.
• Flexibility is required to work with others; work with data utilizing defined and similar processes; and operate equipment using standardized methods.
• Problem solving is required to identify issues and create action plans.
• Perform other duties as assigned.

Work Environment

• Works in standard office and school building environments
• Ability to lift and carry up to 20 pounds

Qualification Profile

• High School degree or higher.
• Associates degree with course work in business, word processing, office procedures and record keeping preferred.
• Successful experience in public service and executive level administrative or secretarial roles.

What We Offer

• Financial Stability - Starting pay based on experience.
• Sick Days, Personal, and Vacation Days
• Medical, dental, vision, and life insurance
• Retirement Plans
• Base starting salary: $45,000 - $55,000, based on experience and qualifications

Questions?

Contact us at [e-mail]