Office Administrative Assistant

Sylvania; Bloomingdale (IL); On-site; USD 35,000 - 50,000; Full time

Job summary

Sylvania is seeking an Administrative Assistant for a 12-month term to support the main office, manage files, and coordinate communications within the district.

The role includes student registration assistance, event support, budgeting tasks, and routine reporting, with emphasis on accuracy, discretion, and customer service. Work is on-site in the district offices.

Qualifications

• High school diploma required.
• Alternative qualifications include secretarial training or 2 years of related experience.

Responsibilities

• Main Office: greet visitors, handle correspondence, manage files, and supervise front desk security.
• Student coordination: assist with registration, fees, schedules, and records requests.
• Event management: help plan school events and maintain calendars.
• Financial tasks: support budget management, purchase orders, and supplies.
• Reporting: complete district and state reports and assist with discipline data.

Skills

Strong organizational skills

Education

High School Diploma

Secretarial training & experience

Job description

Admin. Assistant - 12 Month Job Description

QUALIFICATIONS

• High School Diploma


• Two years of post-secondary training and five years' job experience as a secretary; or graduation from a recognized school of secretarial skills and two years' job experience; or five years' successful employment as a school administrative assistant within this District or in another District of comparable size. Such alternatives to the above qualifications as the Board may find appropriate and acceptable

PERFORMANCE RESPONSIBILITIES:

Main Office and Administrative Support

• Welcomes visitors and assists as necessary, following all visitor guidelines.


• Assists with all school correspondence from the Main Office.


• Places and receives telephone calls and records messages.


• Maintains and processes both standard and confidential files and correspondence.


• Troubleshoots and coordinates service for certain office and equipment, including phones, copiers, and communication devices.


• Monitors front door security and determines the level of entry.


• Assists with maintaining records of employee absences.


• Performs any bookkeeping tasks associated with the specific position.

Student and Academic Coordination

• Assists with registration, processing school fees, student scheduling, standardized assessments, and report cards.


• Works with the District database to maintain student and parent data.


• Assists with maintaining student records and coordinating student records requests.


• Assists students with minor medical needs, including ice packs, bandaids, and inhalers, in the absence of the school nurse.


• Works with the Transportation Company to coordinate student bus routes as assigned.

Event and Communication Management

• Assists with planning and coordinating school events and school-wide activities.


• Maintains the school website and staff calendar.

Financial and Budgetary Support

• Works closely with the Administrator(s) to oversee the budget, handle money and deposits, and process check requests as assigned.


• Manages purchase orders and requisitions and maintains files for payment.


• Orders and maintains supplies as needed.

Reporting and Additional Duties

• Completes District and State reports as assigned.


• Works closely with the Administrator(s) to assist with recording discipline data and corresponding with students and parents as assigned.


• Performs other duties as assigned by the Administrator(s)

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is frequently required to sit, stand, walk and reach with hands and arms, and occasionally required to stoop, kneel, or crouch. The employee is occasionally required to lift and/or move up to 20 pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

TERMS OF EMPLOYMENT:

12-month salaried employee. FLSA Status: Non-Exempt. Salary to be established by the Board of Education. A fingerprint-based criminal background check, Medical and Tuberculosis clearance is required for hire and employment with the District is contingent upon the results.

EVALUATION:

Performance of this job will be evaluated in accordance with State and local laws and Board policy