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Job Details

Administrative Support (Program Specialist II #1663)

Duties

Reporting to the Director, serves as the primary receptionist and clerical support for the Multilingual / Language Development department. Daily work includes answering main telephone lines; asking probing questions of callers in order to accurately direct and/or log calls; and monitoring and directing communication from department general inbox. Daily work also includes supporting department administration and staff, note taking, general clerical work, and data entry projects to support department needs.
  • Provides clerical support to the department by finalizing a variety of correspondence, reports, and presentations.
  • Organizing and maintaining files.
  • Responding to inquiries requiring general knowledge of program operations.
  • Assisting with conference planning.
  • Scheduling appointments; making travel and meeting arrangements and preparing expense claims.
  • Maintaining confidentiality for information related to the department.
  • Provides administrative support to the Illinois Advisory Council on Bilingual Education; responds to council phone calls and emails and responds to general inquiries regarding the council; tracks all correspondence and council member appointments.
  • Types a variety of correspondence, reports, and other information from draft copy and independently composes routine correspondence.
  • Transcribes minutes.
  • Prepares itineraries and travel worksheets.
  • Enters council travel expenses in MIDAS (Management Information Database Accounting System)
  • Prepares materials and folders for meetings; coordinates logistics, including making meeting arrangements.
  • Maintains all files, correspondence, current appointment list.
  • Enters and files invoices and related reports.
  • Responsible for ordering, securing and distributing supplies for department staff.
  • Serves as department timekeeper, maintaining and completing department attendance in timekeeping system.
  • Maintains the system to dispose of records within the department, including overall filing locations within the department and assisting staff in the transfer of records to the warehouse.
  • In coordination with the Agency's records management coordinator, serves as department liaison for records management.
  • Performs other duties as assigned.

Qualifications

  • High school diploma or equivalent.
  • Two years of progressively responsible secretarial or programmatic experience in an office setting involving typing, filing, and/or computer work or other specialized training.
  • Extensive knowledge of office practices and procedures.
  • Proficiency in Microsoft Word.
  • Working knowledge of grammar, spelling and punctuation.
  • Excellent telephone and communication skills.
  • Excellent organizational skills.
  • Ability to work independently and as part of a team.
  • Some college or technical training.
  • Experience with budgets.
  • Proficient in a language other than standard English.

Salary/Benefits

AFSCME
Multilingual/Language Development
$3,295
$39,540 - $63,050
Monday – Friday 8:00 a.m. – 5:00 p.m.

How to Apply

To view full posting and apply electronically, please visit https://www.isbe.net/Lists/ISBECareers/CareerDisplayForm.aspx?ID=1105

Interested parties must submit the required application, cover letter, resume, and transcripts (unofficial until recommended for hire). The subject line should include the position number(s) you are applying for.

Email Address

careers-spr@isbe.net

School District

http://www.isbe.net

ILearn Link

ILearn

Report Card Link

District Report Card

Job Posting Date

9/19/2025

Start Date

N/A