Grade Level II: Administrative Assistant II

Proviso Township High Schools; Forest Park (IL); On-site; USD 40,000 - 60,000; Full time

Job summary

Proviso Township High Schools is hiring an Administrative Assistant II for Proviso Math & Science Academy. This role involves managing daily office functions, maintaining accurate records, and handling incoming traffic.

Applicants should have proficiency in Microsoft Office, especially Word and Excel, and a bilingual capability in Spanish is preferred. Strong organizational skills and the ability to maintain confidentiality are crucial for success in this role.

Qualifications

• Experience with office procedures and data management.
• Ability to follow directions and work well with others.
• Confidentiality in handling daily work situations.

Responsibilities

• Handle all incoming counter traffic and office records.
• Assist with daily office functions and communication.
• Maintain accurate student discipline and academic records.

Skills

Proficiency in Microsoft Word

Proficiency in Excel

Bilingual (Spanish preferred)

Typing skills of 60 words per minute

Strong organizational skills

Education

Post high school education preferred

Bachelor’s degree or higher

Tools

Microsoft Office 365

PowerSchool

Job description

Grade Level II: Administrative Assistant II JobID: 9691

Location: Proviso Math & Science Academy

Reports to: Principal

Qualifications

Required Experience or Training

• Post high school education preferred.
• Spanish/Bilingual preferred.
• Proficiency in Microsoft Word and Excel.
• Typing skills of 60 words per minute.
• Sound foundation in grammar, punctuation and spelling.
• Ability to lead and direct.
• Aptitude for detailed work.
• Knowledge of filing and record keeping.
• Ability to work independently.
• Ability to follow directions and work well with others.
• Ability to acquire new knowledge as needed after a reasonable period of training.
• Ability to establish and maintain effective working relationships with faculty, students, parents, administrators, community members, and visitors.
• Effectively convey information and promote positive public relations.
• Ability to maintain high confidentiality and discretion in daily work situations, including handling information in a professional manner.
• Ability to manage data efficiently and accurately.
• Ability to proofread, transcribe, and type complex communications accurately.
• Ability to work well under pressure, multi-task and meet deadlines.
• Superb organizational skills.
• Exercise of considerable initiative, independent judgment, and discretion in the performance of duties, in conjunction with school and district policies, procedures, and practices.

Desired Experience or Training

• Bachelor’s degree or higher.
• Understanding of main office procedures.
• Working knowledge of computer operations.
• Evidence of successful experience and of a strong attendance record.
• Willingness to schedule vacation around job requirements.
• Ability to work well under pressure and meet deadlines.
• Aptitude for numbers, data management, and data analysis.
• Evidence of previously successful work experiences and of a strong attendance record.
• Proficiency in Access, and Office 365.

Responsibilities

• Handles all incoming counter traffic.
• Maintain accurate office records.
• Assists with daily Main Office functions (filing, mailings, calls, announcements).
• Assist with tossing mail when needed.
• Answer all authorized inquiries and requests and refer complaints or inquiries to appropriate persons.
• Assist in planning and setting up meetings and professional development.
• Assist with planning, communication, collection/distribution of required paperwork and dissemination of materials as it relates to student activities and clubs.
• Collect and input attendance sheets and reports, including contacting parents.
• Complete tasks as required during emergency crisis situations and drills as described in the Emergency Crisis Plan.
• Explain procedural directions to faculty, staff, parents and students.
• Generate and prepare reports from PowerSchool and other local or online sources as requested.
• Handle confidential matters.
• Maintain accurate student discipline and academic records of students.
• Maintain school events and facility use calendars, appointment and schedules.
• Prepare the daily school announcements, school bulletin boards and assist with the school/district newsletter(s).
• Provide varied secretarial assistance.
• Maintains collection and distribution of textbooks/bookroom services.
• Receive attendance calls, update attendance (data input) and investigate absence calls.
• Record and maintain residency database.
• Schedule student and parent appointments/meetings as requested.
• Screen phone calls and visitors to refer individuals or inquiries to the appropriate persons or offices.
• Translation during parent meetings with administration.
• Assist with data input and tasks related to admissions.
• Assist with student registration.
• Care and operation of standard office software, equipment, machines, and technology.
• Expected to serve as backup person for at least three or four other persons in the office in case of emergency.
• Other responsibilities that may be assigned and/or administratively directed.

Proviso Township High Schools District 209 does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, parental status, military service, and other protected categories as set forth in Board Policy 5:10.