Administrative Assistant to Deputy Superintendents
Elgin, IL Elgin, IL $49,774 - $74,672 a year $49,774 - $74,672 a year JobID:
31361 Position Type:
Support Staff (Non-Union)/Administrative Assistant (Cabinet Level) Date Posted:
7/7/2023 Location:
Educational Service Center (ESC) Date Available:
As soon as possible Closing Date:
Until Filled Position / Title:
Administrative Assistant to Deputy Superintendents Bargaining Unit:
NON-UNION Department/Location:
Operations and Instruction Calendar Days:
261 Reports To:
Deputy Superintendents JD Revision Date:
07/05/2023 Supervises:
N/A Function / Position Summary To provide support to the Deputy Superintendents in the achievement of the school district's strategic goals and objectives.
Performs the tasks necessary to maintain the district's compliancy with the Illinois State Board of Education, and all government entities with respect to district operations and instructional matters.
Develop and research specific projects to provide meaningful data to support matters that maximize the work of the operations and instructional departments and guide the decision-making process in all aspects of the financial, process, procedural operational and instructional efficiencies.
Maintain confidentiality of office information within district and the community.
Assist the Deputy Superintendents in developing and maintaining positive relations with staff, the community, and state and local government officials.
Job Duties / Responsibilities Research, compile, analyze, and report resource information for Deputy Superintendents as assigned.
This may include but is not limited to land/property, enrollment data, instructional initiatives, historical or current district information.
Assist with the preparation and filing of the school district budget, tax levy, and other required reports.
Serve as a liaison between various offices, departments, and community organizations to support clear communication, alignment, and coherence.
Prepare documents for final execution and transmission as assigned.
Prepare and process board meeting materials, publishing documents and supporting information using the district's web-based application for Board Meeting materials.
Prepare certificates of insurance, legal notices, official statements, certification documents, etc.
as assigned.
Serve as district Notary Public.
Develop, organize, and maintain various spreadsheets, databases, and resource files as assigned.
Collaborate with operations and instructional directors and Assistant Superintendents to obtain and process final documents as assigned.
Develop, organize, maintain, and secure office hardcopy and electronic files.
Process Deputy Superintendents' district credit cards for final approval and payment.
Process requisitions and route invoices for payment processing.
Maintain Deputy Superintendent calendars (meetings, committees, and special projects) and submit information for the district calendar.
Provide research and analytical support to the Deputy Superintendents and the directors of the Operations and Instructional departments.
Provide project support in alignment to the goals/strategic plan of the Operational and Instructional areas, the Deputy Superintendents, and the district.
Analyze and report enrollment and staffing projection data for the following school year, to plan for capacity needs across the organization.
Provide support in gathering comparison data for bargaining labor agreements and participate in the actual negotiations.
Provide the necessary support for special large-scale projects (related financial data, instructional data, and scenarios) spanning across numerous areas of the organization.
Performs tasks including, filing, duplicating, mail routing and processing, composing general correspondence, transmittal letters, emails and memos, screening and routing phone calls, troubleshooting, answering routine and specific district and department questions, and making travel arrangements for the Deputy Superintendents.
All other duties as assigned.
Education Minimum Associates Degree required.
Bachelor's Degree preferred.
Preference given to applicants with 3
year's budget analysis or compliance experience within a public sector setting.
The knowledge, skills, and abilities listed above are typically acquired through the levels of education and experience listed.
However, any equivalent combination of education and/or experience, which provide an applicant with the listed knowledge, skills and abilities to perform the essential duties and responsibilities of the position, may be acceptable.
Experience / Knowledge Effective budget and fiscal analysis knowledge including, understanding of public sector revenue sources, cycles, and expenditure reporting protocol.
Proficient command of advanced Microsoft Excel techniques and presentation capabilities.
Command of project and task management including the ability to develop, implement, and assess the results of multiple and/or overlapping projects or initiatives.
Knowledge of compliance monitoring techniques, including experience with process management framework development.
Understanding of payroll, compensation, and benefits processes a plus.
Proven group facilitation skills preferred.
Physical Demands Ability to work in a very fast paced and stressful environment.
Ability to work on a computer over a major portion of the work day.
Ability to leave main work site and travel to various sites multiple times.
Terms of Employment This is a 12-month position.
Salary and benefits as established by the Board of Education.
Additional Information Salary Range:
$49,774.
40 - $74,672.
0.
Estimated Salary: $20 to $28 per hour based on qualifications.
31361 Position Type:
Support Staff (Non-Union)/Administrative Assistant (Cabinet Level) Date Posted:
7/7/2023 Location:
Educational Service Center (ESC) Date Available:
As soon as possible Closing Date:
Until Filled Position / Title:
Administrative Assistant to Deputy Superintendents Bargaining Unit:
NON-UNION Department/Location:
Operations and Instruction Calendar Days:
261 Reports To:
Deputy Superintendents JD Revision Date:
07/05/2023 Supervises:
N/A Function / Position Summary To provide support to the Deputy Superintendents in the achievement of the school district's strategic goals and objectives.
Performs the tasks necessary to maintain the district's compliancy with the Illinois State Board of Education, and all government entities with respect to district operations and instructional matters.
Develop and research specific projects to provide meaningful data to support matters that maximize the work of the operations and instructional departments and guide the decision-making process in all aspects of the financial, process, procedural operational and instructional efficiencies.
Maintain confidentiality of office information within district and the community.
Assist the Deputy Superintendents in developing and maintaining positive relations with staff, the community, and state and local government officials.
Job Duties / Responsibilities Research, compile, analyze, and report resource information for Deputy Superintendents as assigned.
This may include but is not limited to land/property, enrollment data, instructional initiatives, historical or current district information.
Assist with the preparation and filing of the school district budget, tax levy, and other required reports.
Serve as a liaison between various offices, departments, and community organizations to support clear communication, alignment, and coherence.
Prepare documents for final execution and transmission as assigned.
Prepare and process board meeting materials, publishing documents and supporting information using the district's web-based application for Board Meeting materials.
Prepare certificates of insurance, legal notices, official statements, certification documents, etc.
as assigned.
Serve as district Notary Public.
Develop, organize, and maintain various spreadsheets, databases, and resource files as assigned.
Collaborate with operations and instructional directors and Assistant Superintendents to obtain and process final documents as assigned.
Develop, organize, maintain, and secure office hardcopy and electronic files.
Process Deputy Superintendents' district credit cards for final approval and payment.
Process requisitions and route invoices for payment processing.
Maintain Deputy Superintendent calendars (meetings, committees, and special projects) and submit information for the district calendar.
Provide research and analytical support to the Deputy Superintendents and the directors of the Operations and Instructional departments.
Provide project support in alignment to the goals/strategic plan of the Operational and Instructional areas, the Deputy Superintendents, and the district.
Analyze and report enrollment and staffing projection data for the following school year, to plan for capacity needs across the organization.
Provide support in gathering comparison data for bargaining labor agreements and participate in the actual negotiations.
Provide the necessary support for special large-scale projects (related financial data, instructional data, and scenarios) spanning across numerous areas of the organization.
Performs tasks including, filing, duplicating, mail routing and processing, composing general correspondence, transmittal letters, emails and memos, screening and routing phone calls, troubleshooting, answering routine and specific district and department questions, and making travel arrangements for the Deputy Superintendents.
All other duties as assigned.
Education Minimum Associates Degree required.
Bachelor's Degree preferred.
Preference given to applicants with 3
year's budget analysis or compliance experience within a public sector setting.
The knowledge, skills, and abilities listed above are typically acquired through the levels of education and experience listed.
However, any equivalent combination of education and/or experience, which provide an applicant with the listed knowledge, skills and abilities to perform the essential duties and responsibilities of the position, may be acceptable.
Experience / Knowledge Effective budget and fiscal analysis knowledge including, understanding of public sector revenue sources, cycles, and expenditure reporting protocol.
Proficient command of advanced Microsoft Excel techniques and presentation capabilities.
Command of project and task management including the ability to develop, implement, and assess the results of multiple and/or overlapping projects or initiatives.
Knowledge of compliance monitoring techniques, including experience with process management framework development.
Understanding of payroll, compensation, and benefits processes a plus.
Proven group facilitation skills preferred.
Physical Demands Ability to work in a very fast paced and stressful environment.
Ability to work on a computer over a major portion of the work day.
Ability to leave main work site and travel to various sites multiple times.
Terms of Employment This is a 12-month position.
Salary and benefits as established by the Board of Education.
Additional Information Salary Range:
$49,774.
40 - $74,672.
0.
Estimated Salary: $20 to $28 per hour based on qualifications.
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