Operations and Transportation Administrative Assistant

JobID: 3992

Position Type:

Secretarial/Clerical/Secretary - 12-Months

Date Posted:

12/19/2025

Location:

Buildings & Grounds

Date Available:

01/21/2026

Closing Date:

Until Filled

Mission Statement

North Shore School District 112 is a transformative learning organization where curiosity inspires minds, innovation shapes the future, and students, staff, and families engage to create a kind and connected community that is committed to excellence.

Primary Function:

Under the general direction of the Director of Operations, the Operations & Transportation Administrative Assistant provides administrative, customer service, and coordination support to ensure smooth day-to-day operations across Operations and Transportation, including facilities-related coordination and documentation. This position serves as a key point of contact for staff, families, vendors, and community partners, supports purchasing and record-keeping processes, assists with work order and service coordination, and helps maintain accurate documentation related to facilities operations, compliance, and safety/security systems.

General Description:

The Operations Administrative Assistant will be responsible for the following:

Office administration and department support

• Provide day-to-day administrative support for Operations (and Transportation, as applicable)
• Perform routine office duties (filing, copying, scanning, mail routing, calendars)
• Attend meetings, take minutes, and track follow-ups/documentation
• Assist with reports, data collection, and record organization for department leaders
• Maintain confidentiality and comply with Board policies
• Assist the Director of Operations with timekeeping support, including tracking and compiling staff timesheets, overtime submissions, and related documentation in accordance with District procedures

Transportation support

• Assist the Director of Transportation with the day-to-day operations of District bus transportation services and provide administrative support for the District's relationship with the contracted transportation provider.
• Support timely communication of route updates, schedule changes, and service disruptions to school offices, families, and other District stakeholders, in collaboration with the transportation provider and District leadership.
• Complete transportation-related administrative duties as assigned, which may include maintaining route documentation, supporting field trip/charter requests, tracking communication and issue resolution, and assisting with records and reporting related to bus operations.

Communication and customer service

• Serve as a front-line contact for Operations/Facilities/Transportation calls and inquiries
• Coordinate communication between Operations, Custodial, and other departments (including translation support when needed)
• Maintain department communications (website updates, newsletters, internal notices)

Purchasing and receiving

• Prepare and submit purchase orders; track approvals and open POs
• Receive and document deliveries; confirm receipt of supplies/equipment and resolve discrepancies
• Coordinate shipping/returns as needed and help expedite time-sensitive orders
• Reconcile purchasing activity as assigned (ex: procurement system documentation, credit card reconciliations)

Work order, service coordination, and operational logistics

• Manage the work order system: intake, assign, monitor progress, and generate status reports
• Coordinate with maintenance/custodial staff and vendors to ensure issues are routed and resolved
• Support District mail processes and logistics (including coverage during breaks/absences)

Safety, security, and emergency support

• Assist with communications during facility and operational emergencies, including timely notification of appropriate district administrators, facilities staff, and external authorities as required
• Assist with access control administration, including onboarding/offboarding of new staff and third-party contractors; printing and issuing ID badges; updating access permissions; and ensuring timely deactivation of credentials upon separation or end of assignment
• Maintain key system records and tracking
• Assist with audits and reviews of access control cards, credentials, and related records as directed by the Director of Safety and Security
• Support emergency response efforts by assisting with communications, notifications, documentation, and record-keeping in accordance with the District's Emergency Operations Plan and established procedures
• Perform additional emergency response or recovery duties consistent with training and District policies

Records management, compliance, and mandated reporting

• Maintain electronic and paper recordkeeping in District systems and office files
• Support compliance documentation and deadlines (inspections, certifications, permits, postings)
• Assist with FOIA compilation/document gathering
• Support prevailing wage processes (certified payroll tracking/records) and related vendor documentation (asbestos/lead, etc.)
• Assist with bids: documentation prep and required postings

Facilities scheduling and vendor coordination

• Coordinate facility/field rentals (scheduling, paperwork, records)
• Collect/manage Certificates of Insurance for vendors and rentals
• Coordinate vendor documentation requirements and follow-through
• Coordinate with partner agencies (e.g., park district, municipalities) on shared services and shared facility use, including scheduling, communication, and documentation as needed

Inventory and asset tracking

• Maintain inventory records in District inventory software
• Support annual audits and inventory reporting to the Business Services department

Other duties

• Perform other related duties as assigned by the Director of Operations

Evaluation

Performance will be evaluated in accordance with the NSSSA Evaluation Plan.

Skills and Knowledge

• Ability to read, analyze, and interpret documents such as correspondence, surveys, records, and electronic media.
• Ability to write professional communications and communicate clearly and concisely, both orally and in writing.
• Ability to present information effectively and respond to questions from individuals and groups.
• Ability to communicate clearly and professionally, and to follow established procedures and protocols.
• Ability to establish and maintain effective working relationships with staff, community members, and vendor partners.
• Ability to work independently and collaboratively in a fast-paced environment, including during time-sensitive operational or emergency situations.
• Strong organizational skills with the ability to maintain accurate records, manage confidential information, and attend to detail.
• Ability to pivot and prioritize as needed, manage multiple tasks, and meet deadlines with accuracy and attention to detail.
• Ability to solve practical problems and work effectively in situations where only limited standardization exists.
• Demonstrated ability to effectively use office technology and web-based (SaaS) applications to support administrative, operational, and safety functions, including Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, Forms) and other District systems.
• Ability to adapt to changing software environments, including frequent updates to features and user interfaces (UI/UX), and to learn new applications quickly.
• Experience with, or the ability to learn and use, electronic systems related to facilities, safety, or access control (e.g., Verkada Command or comparable platforms).
• Ability to maintain current job skills as directed to support the daily functions of the School District.
• Ability to perform essential duties with an awareness of School District requirements and School Board policies, including maintaining confidentiality as appropriate.

Qualifications:

• Associate's degree preferred but not required
• Customer service experience preferred

Physical Demands:

The physical demands described here represent 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.

• Specific vision abilities required by this job include close vision, and the ability to adjust focus. In addition, the ability to withstand long-term use of video display terminals (VDT) is required.
• The pace of work tasks would be considered as fast.
• Work is usually conducted at one job site.
• While performing the duties of this job, the employee is regularly required to sit, stand, talk and hear.
• The employee is frequently required to stand; walk, operate office and computer equipment; reach with hands and arms and will repeat actions with the same hand, arm or finger motion.
• Specific vision abilities required by this job include close vision, and the ability to adjust focus. In addition, the ability to withstand long-term use of computer monitors is required.
• The employee may occasionally lift up to 25 pounds when handling large bulk mail deliveries.
• The position requires meeting deadlines with unyielding deadlines, interacting with the public and staff.
• The noise level in the work environment is usually moderate. However, on occasion, the noise level will be high.
• Work is usually conducted indoors.

Work Environment:

• The noise level in the work environment is usually moderate. However, on occasion, the noise level will be loud.
• Work is conducted indoors.

Work Conditions:

Salary: Regionally competitive hourly pay range of $26.20-$28.81 plus excellent benefits including IMRF Retirement Pension Service Credit, paid sick, personal, bereavement leave, and other benefits in a 8 hour paid work day per the NSSSA Collective Bargaining Agreement.

Application Procedure:

Apply online by completing the on line application and uploading support materials. PLEASE NO CALLS OR EMAILS.

Selection Process:

The administrator will review online applications and supporting materials and the administrator will call individuals for interviews. After initial interviews, a candidate will be recommended for a second virtual interview with the Deputy Superintendent. If selected the candidate will be recommended for hire to the Board of Education.

The North Shore School District is an Equal Opportunity Employer

Salary : $26 - $29