Executive Secretary, Operations

Niles Township High Schools District 219; Chicago (IL); On-site; USD 52,000 - 76,000; Full time

Job summary

Niles Township High Schools District 219 seeks an Executive Secretary to provide diversified secretarial and administrative support to the administrator, coordinate projects and site activities, and ensure efficient operation of support functions.

The role requires handling confidential information, organizing meetings, preparing reports, and coordinating with diverse groups to meet schedules and deadlines.

Qualifications

• Perform multiple tasks with adaptability to changing job conditions.
• Operate standard office equipment and relevant software applications.
• Plan and manage projects effectively.
• Perform basic bookkeeping and record-keeping tasks.
• Read and interpret technical information.
• Compose a variety of documents.
• Facilitate group discussions.
• Analyze situations to identify issues and develop conclusions.
• Schedule activities, meetings, and events efficiently.
• Gather and collate various types of data.
• Use basic, job-related equipment.
• Work independently and collaboratively in a wide range of circumstances.
• Handle data using defined but varied processes.
• Operate equipment using standardized procedures.
• Collaborate with diverse individuals and groups.
• Work with different types and purposes of data.
• Solve problems by analyzing issues and creating action plans.
• Interpret guidelines independently when working with data.
• Address limited problems with equipment.
• Effective communication with diverse groups.
• Confidentiality in handling sensitive information.
• Timely completion of tasks and adherence to schedules.
• Ability to set and adjust priorities as needed.
• Teamwork and cooperation.
• Focus and performance despite constant interruptions.
• Proficient English communication, both written and verbal.
• Strong problem-solving and decision-making skills.

Responsibilities

• Attends department and/or in-service meetings, for the purpose of recording minutes, coordinating materials distribution, supporting the needs of attendees, and conveying and/or gathering information required to perform functions.
• Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.
• Represents assigned Administrator in their absence for the purpose of conveying and/or gathering information required for their functions.
• Assists substitutes to the department for the purpose of ensuring that programs continue in the absence of the teacher.
• Responds to a wide variety of inquiries from internal and external parties for the purpose of providing information, facilitating communication among parties, and/or providing direction.
• Schedules a wide variety of activities for the purpose of making necessary arrangements for the assigned administrator.
• Compiles data from a variety of sources for the purpose of preparing reports, making recommendations, and/or preparing information for assigned administrators.
• Maintains a wide variety of manual and electronic documents, files, and records for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Prepares a wide variety of reports, documents, and correspondence of a confidential and non-confidential nature for the purpose of documenting activities, providing written reference, and/or conveying information.
• Processes a wide variety of documents and materials for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Researches a variety of topics for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements.
• Coordinates a wide variety of projects, functions, and/or program components for the purpose of completing activities and/or delivering services in a timely fashion.
• Monitors a wide variety of activities on behalf of the assigned Administrator for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.
• Oversees the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines.
• Collects payments for a variety of events for the purpose of completing transactions and/or securing funds.
• Procures supplies and materials for the purpose of maintaining availability of required items.
• Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit pertaining to District 219.

Job description

REPORTS TO: Administrator of the Department

POSITION OBJECTIVE: The job of Executive Secretary is done for the purpose/s of performing diversified secretarial duties in support of the administrator; conveying information regarding department functions and procedures; coordinating assigned projects and site activities; and ensuring efficient operation of support functions.

______________________________________________________________________________

Minimum Qualifications

• Targeted, job related experience
• Experience working successfully in a diverse, multicultural environment.

Required Skills

• Perform multiple tasks with adaptability to changing job conditions.
• Operate standard office equipment and relevant software applications.
• Plan and manage projects effectively.
• Perform basic bookkeeping and record-keeping tasks.
• Read and interpret technical information.
• Compose a variety of documents.
• Facilitate group discussions.
• Analyze situations to identify issues and develop conclusions.
• Schedule activities, meetings, and events efficiently.
• Gather and collate various types of data.
• Use basic, job-related equipment.
• Work independently and collaboratively in a wide range of circumstances.
• Handle data using defined but varied processes.
• Operate equipment using standardized procedures.
• Collaborate with diverse individuals and groups.
• Work with different types and purposes of data.
• Solve problems by analyzing issues and creating action plans.
• Interpret guidelines independently when working with data.
• Address limited problems with equipment.
• Effective communication with diverse groups.
• Confidentiality in handling sensitive information.
• Timely completion of tasks and adherence to schedules.
• Ability to set and adjust priorities as needed.
• Teamwork and cooperation.
• Focus and performance despite constant interruptions.
• Proficient English communication, both written and verbal.
• Strong problem-solving and decision-making skills.

Performance Responsibilities

Administrative & Program Support

• Attends department and/or in-service meetings, for the purpose of recording minutes, coordinating materials distribution, supporting the needs of attendees, and conveying and/or gathering information required to perform functions.
• Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.
• Represents assigned Administrator in their absence for the purpose of conveying and/or gathering information required for their functions.
• Assists substitutes to the department for the purpose of ensuring that programs continue in the absence of the teacher.
• Responds to a wide variety of inquiries from internal and external parties for the purpose of providing information, facilitating communication among parties, and/or providing direction.
• Schedules a wide variety of activities for the purpose of making necessary arrangements for the assigned administrator.

Records, Reports & Information Management

• Compiles data from a variety of sources for the purpose of preparing reports, making recommendations, and/or preparing information for assigned administrators.
• Maintains a wide variety of manual and electronic documents, files, and records for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Prepares a wide variety of reports, documents, and correspondence of a confidential and non-confidential nature for the purpose of documenting activities, providing written reference, and/or conveying information.
• Processes a wide variety of documents and materials for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Researches a variety of topics for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements.

Office & Project Coordination

• Coordinates a wide variety of projects, functions, and/or program components for the purpose of completing activities and/or delivering services in a timely fashion.
• Monitors a wide variety of activities on behalf of the assigned Administrator for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.
• Oversees the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines.

Financial & Operational Support

• Collects payments for a variety of events for the purpose of completing transactions and/or securing funds.
• Procures supplies and materials for the purpose of maintaining availability of required items.
• Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit pertaining to District 219.

TERMS OF EMPLOYMENT

260 day calendar

WORKING CONDITIONS

The usual and customary methods of performing the jobs functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 50% sitting, 25% walking, and 25% standing. This job is performed in a generally clean and healthy environment.

SALARY RANGE

S5

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Niles Township High Schools District 219 is an equal-opportunity employer. It is the policy and practice of District 219 to decide all matters relating to employment solely on the basis of the applicants ability to perform the essential functions of the position. District 219 ensures equal employment opportunities regardless of race, creed, sex, sexual orientation, color, national origin, religion, age, or handicap.