Executive Assistant for Operations

*North Chicago Community Unit School District #187* *Position Description* *PRIMARY FUNCTION:* Under the direction of the Superintendent, provides administrative and office assistant services to the Superintendent, Boards, and Operation Departments (including finance and human resources); assists in the flow of administrative actions and communications to and from the assigned departments; Understand and work effectively with people from different cultures.
*QUALIFICATIONS:* Education: * Required – High school Diploma * Preferred – University-level courses in business administration, secretarial science, or related courses * Preferred – Bachelor's Degree Experience: * Required – Minimum of three (3) years of successful experience in responsible and varied executive-level administrative work, including some experience providing executive-level secretarial assistance or any equivalent combination of education and experience that provides the necessary knowledge, skills, and abilities to be successful in the position.
* Preferred – Previous experience as an executive administrative assistant to a Superintendent or Executive Officer.
* Preferred - Fluent in Spanish (verbal and written) *ESSENTIAL PERFORMANCE RESPONSIBILITIES:* *Primary Duties, Executive Assistant:* * Coordinate, manage, and oversee all aspects of the assigned departmental leaders’ daily schedule by scheduling appointments and coordinating arrangements for meetings for the Superintendent * Serve as a key link between the superintendent and community through regular interactions with parents, community members, business leaders, and board members.
* Manage verbal and written communications through the office by managing the flow of emails, letters, correspondence, and phone calls, ensuring timely responses * Accept and respond to calls, letters, and/or visitors, answer routine questions and provide information * Assist with the preparation of meetings, including preparing agendas and materials for meetings as needed * Manage the Superintendent’s and assigned leaders’ travel planning * Assist in the preparation of written materials, including basic research, and present findings to the Superintendent and assigned leaders * Translations as assigned by the executive staff *Supplemental Duties, Board Secretary:* * Serve as the Secretary to the boards when assigned * Prepare agendas by collaborating with board chairpersons and senior team members * Ensure accuracy and completeness of all materials provided to the boards when assigned * Attend all board meetings and take minutes at each board meeting, maintaining electronic copies of all audio files of all board meetings when assigned * Maintain confidential board records when assigned * Prepare a calendar of all board meetings when assigned * Arrange for conferences and travel for board members as needed when assigned *Dispositions and Skills:* * Emphasis on detail orientation, high degree of accuracy * Familiarity with Google and Microsoft products * Ability to learn multiple software platforms for the management of district business * Able to represent the high standards of the Superintendent’s office * Warm and inviting to all guests in the office * Able to maintain confidentiality * Collaborative * Self-directed and ability to problem-solve * Other duties as assigned.
*KNOWLEDGE, SKILLS, AND ABILITIES:* Technical: * Excellent computer skills, including Google Apps, Excel, and Microsoft Office * Ability to learn multiple software platforms for the management of district business * Proficiently utilize technology to record and archive Board meetings Interpersonal: * Handle confidential information professionally.
* Ability to use discretion and exercise sound judgment.
* Effective oral and written communication skills and strong interpersonal skills.
* Good organizational and time management skills.
* Evidence of dependability, integrity, and a strong work ethic * Ability to take the initiative, work independently, meet deadlines, follow complex directions, and adapt to changing demands, activities, and workloads Able to represent the high standards of the Superintendent’s office: * Warm and inviting to all guests in the office * Collaborative * Self-directed and able to problem-solve *DISTRICT CORE COMPETENCIES: * * Achievement focus * Cultural competence * Classroom environment leadership * Collaborative communicator/team player * Reflective learner * Innovative *PHYSICAL DEMANDS:* *Manual Dexterity:* Work requires definite skilled and accurate physical operations requiring some closely coordinated performance.
*Physical Effort:* Work required handling average weighted materials or equipment, but not for sustained periods.
*Working Conditions:* The usual and customary methods of performing the job's functions require the following physical demands: lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity.
Generally, the job requires 70% sitting, 15% walking, and 15% standing.
This job is performed in a generally clean and healthy environment.
*TERMS OF EMPLOYMENT:* 260 days, Non-exempt *SALARY RANGE:* Salary Band II - $30,000 - $65,000 - Commensurate with education and experience, including benefits package *EVALUATION: *Annual This description has been prepared to assist in properly evaluating various classes of responsibilities, skills, working conditions, etc.
It is intended to indicate the kinds of tasks and characteristic levels of work difficulty that will be required of positions that will be given this title.
It is not intended as a complete list of specific duties and responsibilities.
Nor is it intended to limit, or in any way modify the right of any supervisor to assign, direct and control the work of employees under supervision.
Scheduling flexibility is required to accommodate changing school/district needs.
The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.
_The North Chicago Community Unit School District #187 is an Equal Opportunity Employer with established policies prohibiting discrimination on the basis of race, color, creed, religion, national origin, sex, sexual orientation, age, ancestry, marital status, arrest record, military status, the order of protection status, unfavorable military discharge, citizenship status provided the individual is authorized to work in the United States, use of lawful products while not at work, being a victim of domestic or sexual violence, genetic information, physical or mental handicap or disability, if otherwise able to perform the essential functions of the job with reasonable accommodation, credit history unless a satisfactory credit history is an established bona fide occupational requirement of a particular position or other legally protected categories.
The Superintendent of Schools/designee (847-689-8150) addresses questions regarding student discrimination, and the Director of Human Resources (847-689-8150) answers questions concerning staff discrimination.
_ Job Type: Full-time Pay: $30,000.
00 - $65,000.
00 per year Benefits: * 401(k) * Dental insurance * Employee assistance program * Flexible spending account * Health insurance * Health savings account * Life insurance * Professional development assistance * Tuition reimbursement * Vision insurance Schedule: * Monday to Friday Ability to Relocate: * North Chicago, IL: Relocate before starting work (Required) Work Location: In person