Des Plaines School District 62 is Hiring an Administrative Assistant for Student Services Near Des Plaines, IL

JobID: 1779

Position Type:
Secretarial and Clerical/Administrative Assistant for Student Services

Date Posted:
4/11/2022

Location:
District 62 Schools

Date Available:
07/06/2022

Closing Date:
When Filled

Community Consolidated School District 62
777 Algonquin Road
Des Plaines, IL 60016

JOB TITLE: Administrative Assistant for Student Services
LOCATION: Forest School
DEPARTMENT: Special Services
REPORTS TO: Director of Student Services
TERM: 12-Month (245 days)
FLSA CATEGORY: Non-Exempt
HOURS: 8:00AM – 4:00PM

Position Summary: The Administrative Assistant for Special Services assists the administrator and school district staff by performing office duties as assigned in order to facilitate the efficient and effective operation of the office. Coordinates office services; including purchasing materials and services, staff work documentation, and student records as required.

Essential Duties and Responsibilities: (Other duties may be assigned.)

Makes decisions and demonstrates leadership that supports the mission, vision, goals and interests of the district and of students. Communicates, collaborates, and cooperates with colleagues, supervisors, staff and guests.

Maintains confidentiality of student and staff information. Utilizes confidential and personal information for professional purposes only in accordance with school district policy and regulations.

Serves as administrative assistant to the Assistant Superintendent for Student Services. Responsible for timely clerical / secretarial duties associated with the effective performance of their duties. Performs complete secretarial duties: issues communication from oral and/or written notes; generates purchase orders; types, reviews and proofreads correspondence, memos, minutes, reports and other materials; answers/screens telephone calls and mail; schedules appointments, conferences and meetings. Coordinates with the administrator and maintains a daily calendar.

Communicates with vendors and staff in a courteous manner. Monitors office supplies, prepares purchase requisitions and receives deliveries within the department.

Maintains confidential and operational files in all areas affecting the department in an efficient and accurate manner. Maintains files in all areas affecting special educational services. Maintains special education files in an efficient and accurate manner while maintaining proper security and confidentiality.

Maintains effective communication with school psychologists, diagnosticians and building staff as well as various district wide, city, county and state offices to facilitate cooperation regarding mutual concerns.

Distributes, collects and reviews all forms. Coordinates reports necessary for all matters of staffing, student assignment and student files to all building locations in the district as needed.

Distributes notices on special education issues to aid the program director, teachers and instructional aides in the performance of their assigned duties.

Maintains records and compiles reports from the district database as needed. Works closely with the Curriculum and Instruction department staff to coordinate assignment of staff and account code functions for all programs and special education-related purchase orders. Processes grant transactions for special education.

Prepares agendas of departmental items in Board of Education, administrative and staff meetings as requested.

Completes work in an established time frame: seeks appropriate tasks when primary tasks are completed or pace is slow. Demonstrates adaptability to expanded roles of the organization and changing environment. Consistently arrives at work on time and completes all tasks assigned.

Advises the administrator immediately of the existence of any problems deemed to warrant prompt attention, advice or intervention.

Supervisory Responsibilities: This job has no supervisory responsibilities.

In order to perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, ability, physical demands and work environment required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Qualification Requirements:

Completion of requirements for a high school diploma. A college or university degree is preferred.
College coursework in English, communications, technical writing or another language.
The equivalent of three or more years of experience in special education or school environment.
Knowledge and ability in the areas of public relations, writing, communications, and office management.
Experience with electronic office software; e.g., Google Suite, MS Word, MS Excel, FileMaker Pro.
Ability to speak, write and read in a language other than English is preferred.

Skills Required:

Ability to read, interpret and write written and verbal information. Ability to write medical correspondence, and routine reports. Ability to speak effectively with students, staff and the school community.
Ability to calculate figures and amounts using basic mathematics concepts of algebra and geometry related to school district information.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in non-standardized situations.
Ability to operate a computer and related software; such as, Google Suite, MS Word, Excel, and PowerPoint in an Apple/Macintosh computer environment.
Ability to establish and maintain effective working relationships with students, staff and the school community. Ability to speak clearly and concisely both in oral and written communication.
Ability to perform duties with awareness of all district requirements and Board of Education policies.

Physical Demands:

While performing the duties of this job, the employee is regularly required to talk or hear.
The employee frequently is required to stand, walk, operate office equipment, sit, and occasionally to reach with hands and arms.
The employee must occasionally lift and/or move up to 30 pounds; such as files and paper supplies.
Specific vision abilities required by this job include close vision and the ability to change focus. Long term use of computer monitors is required. Requires typing on the computer keyboard with frequent interruptions.
The position requires the individual to meet deadlines with severe time constraints and to interact with the public and other workers.

Work Environment:

The noise level in the work environment is usually quiet.
Work is usually conducted indoors. This work is normally conducted at a single school site. Occasional travel from one school site to another is expected.

Evaluation: Job performance is evaluated in accordance with district guidelines by the administrator.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive listing of the duties performed in this position. The individuals currently holding this position perform additional duties and additional duties may be assigned.

Community Consolidated School District 62 is an Equal Opportunity Employer. It is the policy and practice of District 62 to decide all matters relating to employment solely on the basis of the applicant’s ability to perform the essential functions of the position. District 62 ensures equal employment opportunities regardless of race, creed, sex, color, national origin, religion, age, or handicap. The District has a policy of active recruitment of qualified minority teachers and non-certificated employees. Any individual needing assistance in making an application for this opening should contact the office of the Assistant Superintendent of Human Resources.