Title: Executive Assistant to the Assistant Superintendent of Finance and the Chief Information Officer
Department: Business
Assignment: Admin Other 12 months
FLSA Status: Exempt
Reports To: Assistant Superintendent of Finance
Supervises: none
Location: District Administration Building
Salary range: $87,000-$98,000 (depending on experience)

Summary:

The Executive Assistant to the Assistant Superintendent of Finance and the Chief Information Officer plays a critical role in managing administrative tasks, including scheduling, correspondence, and document preparation, to ensure smooth operations within two departments: the Business Office and Technology. Additionally, this position requires strong organizational and communication skills to support budget planning, financial reporting, and coordination across departments, contributing to effective decision-making and efficient financial management in the District.

Qualifications:

Proven work experience in an administrative assistant or similar office experience.
Currently a Notary Public or ability to become one within 3 months of hire.
Aware of and seeks current principles, methods, procedures, and techniques of office management, business administration.
Personally motivated to provide excellent customer-focused service.
Strong organizational skills, excellent attention to detail, follow-through, and problem-solving abilities.
Ability and willingness to learn new software, keep computer literacy, and data analysis skills current.
Proficiency in Microsoft Office Suite and Google Suite.
Excellent written and verbal communication skills.
Ability to be resourceful and proactive when issues arise.
Excellent organizational skills, multitasking, and time-management with the ability to prioritize.
File, post, and copy data from records, make arithmetic calculations, decipher handwriting, proofread documents, and follow written and oral instructions.
Ability to handle multiple tasks simultaneously and carry out detailed procedures with several variables.
Must be able to interact in a positive manner with staff members, students, faculty, parents, and other members of the public.
High School degree or equivalent.

Essential Functions:

The criteria indicated below are intended to describe various types of work that may be performed. The exclusion of specific responsibilities does not prohibit them if the work is similar, related, or a logical task of the position.

Assists in the preparation of the Levy and the annual budget including managing calendars.
Prepare resolutions for Levy and bonds.
Places legal notices for Levy and budget hearings at Board of Education meetings.
Assist in the preparation of the Levy to be filed with the County
Post Levy, budget, Annual Comprehensive Financial Report (ACFR), and all required financial notifications on the District website.
Complete annual internal audits of Bonds.
Renew annual Treasurer’s Bond.
Assistant in preparing the annual budget book for the Board of Education.
Assist with annual audits including preparation for filing with the Regional Superintendent's office.
Responsible for updating some statistical information for the ACFR.
Apply for Certificate of Excellence Awards with ASBO and GFOA.
Complete annual renewal of District insurance coverages.
Works closely with the insurance broker for all General Liability Claims.
Request Certificates of Insurance.
Prepare Prevailing Wage Resolution for Board of Education meetings and publish legal notice in local newspapers.
Review all contracts to be signed by the Assistant Superintendent for Finance.
Interprets, communicates and applies District rules, procedures, and policies.
Coordinates and/or directly prepares Board of Education agenda items
Coordinates, schedules and attends a variety of meetings; prepares and sends out notices of meetings; maintains appointment calendars; reserves facilities; collects and compiles information for meetings, projects and workshops.
Creates and maintains electronic and paper files and records; coordinates electronic document management of Business Office and Technology departments permanent records.
Composes and produces all correspondence for the Assistant Superintendent with little to no supervision.
Acts as a resource and provides information and assistance regarding division programs, operations, activities, policies and procedures to staff and public appropriately.
Prepares high quality documents, including all Board materials and required packet documents, meeting agendas and materials.
Performs a variety of difficult and responsible clerical work requiring independent judgment, accuracy and timeliness.
May have frequent contact with staff and the general public responding to procedural questions and furnishing approved information.
Maintains records of active District contracts.
Proofread materials with a high level of accuracy for English usage, spelling, grammar, and mathematical accuracy.
Assists in the processing of mandated claims, property and tax liability claims and workers’ compensation claims.
Types/prepares correspondence and weekly communications to the Board of Education.
Answer questions concerning the District’s boundary map.
Provide student accident claim forms to parents.
Manage paperless archival system for the business and technology office.
Review all extended field trip forms prior to review of Assistant Superintendent for Finance.
Reconcile P-card statement for Assistant Superintendent for Finance and the Chief Information Officer.
Prepares and enters purchase and check requisitions for the business and technology department.
Assists with Impact Aide application.
Manage compliance with the Illinois Records Retention Act and proactively store documents with destruction dates clearly listed and appropriately address documents due for destruction.
Answers phones, responds to routine questions, schedules appointments or routes calls to appropriate persons.
Managing Vendor communications pertaining to SOPPA.
Maintain SOPPA compliance database
Maintains general office files.
Schedules appointments and meetings.
Arranges registration and travel itineraries as directed by the Assistant Superintendent for Finance.
Assists both the Assistant Superintendent for Finance and Chief Information Officer in processing the annual General Fund and all fund budgets.
Processes and distributes mail in the absence of the mail clerk.
Update Free and Reduced Eligibility Guidelines.
Assists the Assistant Superintendent for Finance with Board Policies related to the Finance Department.
Participates in the planning of the annual institute day professional development for staff.

Language Skills

Ability to communicate clearly both in oral and written format with all constituents of the District 113 community. Ability to effectively present information and respond to questions from constituency groups. Ability to apply knowledge of current research and theory in a specific field. Ability to establish and maintain effective working relationships with students, staff and the school community. Ability to perform duties with awareness of all District requirements and Board of Education policies.

Mathematical Skills

Ability to calculate figures and amounts such as salary, benefit, and staffing budget estimates, proportions, percentages, and cost projections. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of verbal and written instructions and deal with multiple abstract and concrete variables.

Contacts Outside Your Own Department:

Constituents of the District 113 community that includes, teachers, school staff, administrative team, Board of Education, guardians, students, and private providers.

Physical and Mental Demands:

While performing the duties of this job, the employee is regularly required to sit, stand, walk, bend, write, type, speak, listen, and taste or smell.
The employee is regularly required to communicate with staff and others.
The employee is frequently required to use hands and/or fingers, handle, feel or operate objects, tools or controls.
The employee may occasionally be required to climb or balance; and stoop, kneel, crouch, twist, reach or crawl. The employee must frequently lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision,depth perception and ability to adjust focus.
Specific psychological demands of this job include the ability to remain calm under stress levels associated with job demands, along with constant contact with students, colleagues and the public.

Working Conditions:

In the work environment, this role is regularly exposed to office environmental conditions with frequent interruptions.
The noise level in the work environment is usually moderate with regular exposure to loud classrooms, hallways, cafeterias or sports venues.
The employee is regularly required to meet deadlines with severe time constraints and interact with the public and staff in addition to meeting multiple demands from several people.

Safety:

As a part of the District workforce, this role is responsible for being aware of, modeling and contributing to the maintenance and implementation of all District safety policies and procedures. The role positively contributes to the safety, well-being and work output of students.

Required to:

Use good safety awareness and judgment
Follow policies
Report potentially unsafe conditions
Follow manufacturer safety instructions when using equipment
Follow agency ergonomic policies and procedures

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