Duties
SUMMARY: The Administrative Assistant facilitates the efficient and professional operation of the Business Office by performing various clerical and administrative tasks.
ESSENTIAL FUNCTIONS:
- Answer and transfer phone calls, screening and taking messages when necessary
- Coordinates and schedules meetings, travel, conferences, and appointments for th.e CSBO and/or assigned staff.
- Maintains the calendars for the Business Office and/or designated individuals/departments, including evening and weekend building usage.
- Maintains postage meter, renewing postage, and performing scheduled electronic updates as needed.
- Handle incoming and outgoing mail and faxes.
- Responds to and resolves inquiries and questions as directed from students, parents/guardians, staff, and administrators.
- Execute all written, verbal, mail, and electronic communication, as directed, including internal and external correspondence.
- Accurately and confidentially maintains physical and electronic databases and filing systems.
- Maintain the confidentiality of students, employees, and other sensitive district information.
- Collaborates with other departments to complete some office functions.
- Perform occasional off-campus errands.
BUILDINGS & GROUNDS:
- Procures and maintains supplies for O&M department and Central Supply Inventory.
- Provides support for the O&M department as assigned.
- Monitor and maintain the maintenance management system.
- Manage paperwork and billing for building and field rentals.
- Support bid processes by gathering documents, verifying references, and handling acceptance and rejection communications.
- Process requisitions for the Business Office, O&M Department; provide district backup support.
- Maintain and file building inspection reports.
FINANCE:
- Prepare bank deposits, including summary reports of collected revenue.
- Track and collect all fees, including transportation, instructional, and extracurricular fees.
- Process payments and issue refunds.
- Manage the electronic food service program, including setup, reporting, collections, and parent support.
- Report monthly milk and lunch counts in WINS.
- Reconcile assigned small district bank accounts.
- Conduct biannual petty cash counts.
TRANSPORTATION:
- Develop and maintain a transportation database.
- Organize and distribute bus route information to drivers, staff, and parents.
- Address parent inquiries related to transportation.
- Operate dispatch radio, performing radio checks with each bus during morning and afternoon routes.
- Assign drivers for field trips and coordinate logistics with trip requestors.
- Review pre-trip inspection sheets and ensure prompt follow-up on reported maintenance needs.
- Compile and prepare the annual transportation report, summarizing data on ridership, mileage, and trips throughout the year.
OTHER DUTIES:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.
Salary/Benefits
COMPENSATION:
Starting at $24 per hour, commensurate with skills and years of experience.
BENEFITS:
- Medical Benefits through BCBSIL, Vision and Dental
- IMRF Pension
- Basic Life Insurance
- Flexible Spending Account Plan
- Paid Time Off
- Optional 403b Contribution/457b Contributions
How to Apply
All applications must be submitted through our online application website.