Administrative Assistant for Assistant Superintendents

Job Title:

Administrative Assistant for Assistant Superintendents 

Job Summary:

The Administrative Assistant to the Assistant Superintendents provides high-level support to the Assistant Superintendents of Finance and Operations and the Assistant Superintendent of Talent, Teaching, and Innovation to ensure efficient departmental operations and the effective direction of district resources. Key duties include assisting with budgeting, financial reporting, and labor relations, as well as managing logistics for curriculum initiatives, professional development tracking, tuition reimbursements, and personnel evaluations. This role is vital in aligning financial and personnel resources with the district's mission of providing high-quality, equitable education

Qualifications:

High School Diploma or equivalent

Evaluation:

Performance of this job will be evaluated in accordance with the provisions of the Board’s policy on Evaluation of Staff.

Reports to:

Assistant Superintendent of Finance and Operations and Assistant Superintendent of Talent, Teaching, and Innovation

Terms of Employment:

This is a 12-month, non-union IMRF salaried position with a salary range of $50,000 - $55,000, as established by the Board of Education. As an exempt employee, there may be requirements to work beyond regular hours, including evenings and overtime, to meet the needs of the department. Flexibility is essential to ensure the efficient operation of the department.

Compensation and Benefits:

The compensation package for non-union positions includes comprehensive medical, dental, and vision insurance, a $50,000 term life insurance policy, accrued vacation days, 15 sick days, 2 personal leave days annually, and holidays per district policy. Additional benefits include tuition reimbursement after the first year, access to an Employee Assistance Plan, and extensive professional development opportunities to foster growth and support for team members.

FLSA:

Exempt

Duties and Responsibilities:

General Office Operations

• Manages complex calendars for both the Assistant Superintendents, prioritizing meetings and deadlines.
• Serves as a point of contact for staff, parents, and community stakeholders regarding teaching, learning, and financial inquiries.
• Assists in the design and implementation of systemic data and reporting systems for both departments to enhance operational efficiency.

Support for Talent, Teaching, and Innovation

• Prepares reports and materials for Board of Education and committee meetings, specifically those regarding teaching, learning, and personnel matters.
• Coordinates and manages the logistics for curriculum revisions, innovation teams, and various instructional committees.
• Assists in the organization, planning, and implementation of district-wide professional learning events and long-term strategic growth goals.
• Maintains all departmental records in strict compliance with district policies, state and federal laws, and regulatory requirements.
• Assists the Assistant Superintendent in their roles as District Complaint Manager and District Homeless Liaison by managing documentation and ensuring communication flow.
• Manages the administrative workflow for staff course approvals and the tuition reimbursement process.
• Organizes and processes Professional Development Hours (PDHs) to ensure staff meet certification renewal requirements.
• Coordinates the registration process for all staff attending district-wide or external professional development activities.
• Facilitates the allocation of staff evaluations within the district's tracking system and provides technical support for the evaluation process to ensure high performance and accountability.

Administrative Support for Financial Operations

• Supports the coordination and preparation of the annual school budget and helps process adopted budgets with the County Clerk and State Board of Education.
• Assists in the preparation of monthly financial statements and statistical reports for the Board of Education.
• Schedules annual audits and assists in gathering and organizing all materials and requests required by auditors.
• Monitors incoming purchase orders to ensure alignment with individual building and department budgets.
• Assists in the preparation and timely submission of mandated financial reports to appropriate state or federal agencies.
• Compiles and organizes financial and statistical data necessary for the collective bargaining negotiations team.

Required Knowledge, Skills, and Abilities: 

• Must demonstrate a positive attitude toward work assignments
• Must maintain positive and respectful relationships with other employees and the general public 
• Must demonstrate a record of effectiveness in their work
• Must have excellent planning and organization skills
• Must have the ability to work collaboratively with others
• Must model a desire and willingness to continually learn
• Must be able to perform several tasks concurrently under varying deadlines
• Must be able to communicate clearly and concisely, both orally and in writing, including clear, polite telephone communication skills
• Must be able to work efficiently under minimal supervision

Physical Demands:

The physical demands of this position include frequent sitting and standing for extended periods of time. Employees may reach overhead as well as above the shoulders and horizontally.

ADA:

The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990. This job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification.

This job description is intended to describe minimum qualifications and duties and responsibilities performed by employees assigned to this position and is not an exhaustive list of all duties and responsibilities.  The District reserves the right to amend and change the position responsibilities to meet District needs as necessary.

Salary : $50,000 - $55,000