Job Title: Executive Assistant of Academic Services and HR
Job ID 998 – Apply through Applitrack link found on MCUSD19 Vacancies Page
Reports To: Executive Director of Academic Services
FLSA Class: Non-Exempt
Work Days: 240 days + 10 paid holidays per year (Anticipated hours are from 8:00am-4:00pm / 7.5 hour day)
Rate of Pay Range: $22-$27/hour plus Board paid IMRF. To be determined based on experience.
To provide clerical and secretarial assistance to the Executive Director of Academic Services; convey information regarding department functions and procedures; support the broad array of services provided to students, parents, and instructional, administrative, and support employees.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.
Greet vendors, staff, and visitors in the ASC building, handle their inquiries, and direct to appropriate person according to their needs.
Provide confidential services to the office of Educational Improvement.
Provide support for the Director of Academic Services to include, but not limited to, scheduling, taking messages, and meeting preparation.
Responsible for the preparation and management of professional development activities in accordance with ISBE regulations to include, but not limited to, preparing paperwork, tracking, maintaining files, room setup, and completion reports.
Responsible for keeping records of employee’s leaves of absences and sending proper FMLA documentation according to federal and state guidelines.
Responsible for the organization and maintenance of FMLA paperwork, communication and follow-ups with employees, and coding appropriately in AESOP.
Manage the online training courses for the District to include, but not limited to, setting up new employee accounts, assigning trainings each year, checking completion, follow-ups, and maintaining files and reports.
Assist instructional coaches as needed with ordering approved curriculum and resources, copying, etc.
Distribute mail, type reports, memorandums, assessment calendars, and other documents.
Compile and write reports in accordance with written or oral instructions to include, but not limited to, STAR data review, Freckle data, and State Standards reports.
Assist with mailing or emailing information to the different stakeholders including the administrators, certificated staff, classified staff, parents, and other community members as directed.
Assist in ordering material and equipment for teachers, make conference arrangements, may handle agendas and minutes for various committees and workshops as assigned (especially for PLCs, different academic committees, and in-service days).
Manage the purchase orders for the curriculum and instruction department, including preparing tracking, closing, and coding accurately.
Communicate with the Executive Director of Academic Instruction on budget.
Review quotes from the previous year in comparison to current year.
Gather data and complete forms on a yearly basis or as required for School Accountability and Data Consultation.
Prepare correspondence, forms, manuals, reports, presentations, flyers, and other documents for the administrator assigned.
Assists in planning and scheduling administrators calendar and related meetings.
Assists in maintaining documents, files, and records.
Answers telephone calls, give information to callers, take messages, or transfer calls to the appropriate individuals.
Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.
Develop timesheets for extra duty pay.
Serve as the back-up for HR, as needed.
Maintain a current curriculum and instruction vendor list with representatives contact information.
Maintain a list of programs and renewal dates for software used in the building and work closely with the technology department to ensure licenses remain up-to-date.
Prepares and assists with Mascoutah University training to ensure new teachers have all needed materials.
Maintain documentation for the PEL and clinical licenses. Ensure renewals are completed on time and any changes are tracked accordingly.
United States Citizen or hold the necessary credentials as specified by the Immigration and Naturalization Service.
High School diploma or equivalent required.
Minimum of 1-3 years’ experience in a business, office administration, or accounting position preferred.
Some speed writing skills are desirable.
Experience with Microsoft Office and G-suite products preferred.
Ability to multitask.
Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
Ability to communicate in written and oral forms using correct syntax and grammar.
Ability to problem solve job-related issues.
Ability to process paperwork accurately according to standardized procedures.
Ability to maintain confidentiality of information regarding students, employees, and others.
Organizational and time management skills.
Knowledge of office management procedures.
KNOWLEDGE, SKILLS, AND ABILITIES
Ability to describe problems and work orally or in writing to supervisor as needed
Ability to work collaboratively on assigned tasks
Ability to establish and maintain cooperative working relationships with others contacted in the course of work
Ability to carry out instructions furnished in written or oral form
Ability to add, subtract, multiply and divide, and perform arithmetic computations
Ability to understand, apply and use personal computers and software applications (e.g., the Internet, electronic mail, MS Excel and Google Suites)
Ability to type accurately and proficiently
Ability to problem-solve job-related issues
Ability to appropriately communicate and work with diverse staff and others including vendors and other agencies
Ability to exercise good judgment and work in an environment with frequent interruptions
Ability to process paperwork accurately according to standardized procedures
Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form
Ability to maintain confidentiality of information regarding students, employees and others, financial information, collective bargaining information, etc.
Ability to remain calm and professional in an environment with frequent interruptions
Organizational, scheduling, and time management skills
Knowledge of office management procedures
Knowledge of state and federal laws relating to public education and public information
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to walk; sit; use hands for fine manipulation, handle or feel and reach with hands and arms. The employee is frequently required to stand and sit. The employee must regularly lift up to 10 pounds. Specific vision abilities required by this job include close, distance, and peripheral vision, depth perception and ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The usual and customary methods of performing the job’s 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 a reasonable duration of sitting, walking, and standing. The job is performed under a generally hazard free environment.
Note: This is not necessarily exhaustive or an all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the position. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.