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Executive Assistant to the Superintendent, Board of Education Clerk, and Central Office Executive Assistant Lead
GENERAL RESPONSIBILITIES:  This position manages all executive administrative functions in service to the Board of Education and the Superintendent. The role serves as Board of Education Secretary and Executive Assistant to the Superintendent, and provides administrative leadership across all district operations, including Central Office and school site. 

REPORTS TO: Superintendent 

QUALIFICATIONS: 

1. 60+ college credit hours, equivalent certifications and/or Bachelor's degree (preferred) 
2. Preference of three years of successful office experience in an executive administrative position 
3. Capable of processing confidential information and, without exception, maintaining the confidentiality of the information processed. 
4. High degree of proficiency in Microsoft Office and Google Suite 
5. Exceptional executive presence, including oral and written communication skills
6. Ability to meet the public and provide discreet guidance to inquiries 
7. Self-directed organizational skills 
8. Ability to project-manage multiple complex tasks to serve the district

RESPONSIBILITIES:

1. Performs highly responsible, confidential, and complex administrative assignments for the Superintendent and the members of the Board of Education. 
2. Organizes, manages, and prepares all incoming and outgoing communications for the Superintendent and Board of Education. 
3. Coordinates communication between the Superintendent and the Board of Education, the District's administrative team, all school employees, the community, and external professional associates. 
4. Manages the calendar and appointments of the Superintendent and Board of Education. 
5. Obtains, gathers, and organizes pertinent data as needed. 
6. Completes reports and keeps records as directed by the Superintendent and/or Board of Education
7. Ensures all communication is accurate and ready for public viewing
8. Orders and maintains supplies for the Office of the Superintendent and Board of Education as needed. 
9. Provides for a filing system that recognizes the annual requirements of the Superintendent's Office, the need to maintain historical records, and the need for an efficient method to retrieve these documents. 
10. Works pleasantly and courteously with staff, administration, parents, community members, and Board of Education members. 
11. Will serve, as directed, in a receptionist capacity as well as manage the receptionist calendar to ensure full coverage as appropriate
12. Serves as a liaison between parents and members of the public and the Superintendent and Board of Education for the purpose of assisting in resolving concerns or complaints. 
13. Prepares all agenda material for Board of Education meetings as directed by the Superintendent.
14. Provides administrative duties of the Board of Education, which may include attending and recording minutes at regular and special Board of Education meetings and attending all committee meetings of the Board of Education and Superintendent. 
15. May assist in the preparation of bids for milk, transportation, and lunch programs.
16. Adds/deletes security codes for staff members. 
17. Updates Staff Directory, Category List and Seniority Lists for Teachers and Para Educators. 
18. Works with the Calendar Committee to create, post, and update School Calendar. 
19. Types and pro-rates salaries, when necessary, for staff contracts. 
20. Types/updates job descriptions. 
21. Updates Policy Manual 
22. Coordinates travel for the Board of Education and Superintendent; and for staff as directed by the Superintendent.  
23. Reconciles the expenditures of the Board of Education and the Superintendent, including processing purchase orders, procurement card statement review, and expense reports.
24. Assists with the annual inventory report and annual audits.
25. Keeps track of Illinois Administrators Academy Requirements and Board workshops attended. 
26. Prepares annual list of Ethics filers for Cook County and notifies affected staff. 
27. Creates legal notices and arranges for publishing in the newspaper. 
28. Serves as the workers' compensation administrator and the student accident insurance administrator for receiving, processing, and managing reports and claims. 
29. Reviews contracts for accuracy. 
30. Responds to Freedom of Information Act (FOIA) requests when directed by the Superintendent. 
31. Prepares building use forms and obtains Board approval. 
32. Updates District and Board sections of the L156.org website. 
33. Assists in the preparation, maintenance, and filing of claims and documents. 
34. Maintains a meeting schedule of the Illinois Association of School Boards (IASB) and National Association of School Boards (NASB) for the Board of Education. 
35. Performs other duties as assigned by the Superintendent and/or Board of Education 

TERMS OF EMPLOYMENT:  Twelve-month employee. Non-Exempt. Salary range: $60,000 - $75,000 based on experience. The work hours for this position are Monday-Friday, 8:00 am to 4:00 pm (includes two 15 minute breaks and one 30 minute lunch), and Board meeting dates (including special meetings and committee meetings). 

EVALUATION:  Performance of this job will be evaluated in accordance with provisions of the Board's policy on evaluation of Administrative staff.

Physical Demands: Ordinary ambulatory ability to retrieve work materials, intermittent walking, standing, stooping, and carrying and lifting of light weight materials; requires visual acuity sufficient to recognize people, words, and numbers; requires hand-eye-arm and finger dexterity to use a personal computer keyboard, ten-key, and other common office equipment; requires speaking and hearing ability sufficient to hear over phone and carry on routine conversations. 

Work Environment: Work is performed in an office with minimal exposure to health and safety considerations.