- Maintain confidentiality at all times; handle sensitive and confidential documents, communications, incidents, etc., with discretion and in a conscientious manner;
- Assist the superintendent by coordinating the accurate and efficient dissemination of all necessary information to and from the staff, parents and school community;
- Manage office details and relieve the Superintendent of routine requests and matters;
- Communicate information proactively and share information with appropriate people in a timely manner;
- Prepare correspondence, presentations and other materials for the Superintendent and Board of Education;
- Prepare reports as directed by the Superintendent;
- Maintain all files and records for the Office of the Superintendent;
- Manage relevant department budget line items;
- Maintain departmental and Superintendent calendars, scheduling and coordinating appointments as needed;
- Act as lead administrative assistant for the district office by responding to questions, concerns, requests from other department assistants, and coordinating interdepartmental work as needed;
- Meet regularly with building level administrative assistants and secretaries to disseminate information, provide training, and identify areas and methods for improvement;
- Serve as a representative with any assigned civic/community organizations;
- Serve as a business office back up when necessary;
- Other duties as assigned by the Superintendent.
- Prepare and disseminate materials for meetings, projects, and other situations as needed by the Superintendent;
- Prepare IASB Press Packet in conjunction with the Executive Director of Communication and Strategic Planning;
- Maintain logs of Superintendent's phone and written correspondence; Prepare communications and correspondence on behalf of the Superintendent as directed;
- Maintain and update permanent district records and Board of Education policies and procedures;
- Follow up on parent/community request for documents, information registrations, correspondence, etc.;
- Serve as District Clerk including filing the Ethics Statement, Truth in Taxation and Prevailing Wage and other legal notices, as well as responding to Freedom of Information inquiries;
- Serve as a district liaison to the Cook County election Official for Glenview Elementary School District;
- Provide support services to various parent/community organizations including the Glenview Education Foundation, PTA Council, and other groups;
- Register and maintain historical records of mandatory training and professional development for Board Members;
- Maintain the Glenview 34 webpage for the Superintendent and Board of Education;
- Update and maintain Board policies and Administrative Procedures Manual;
- Assist in preparing communications to the Board of Education regarding organization updates and activities, annual reports, newsletters, and any other related publications for the Superintendent;
- Coordinate Open Enrollment Requests including acknowledging receipt, sharing request with relevant administrators, obtaining Superintendent's decision, and all communications between involved parties;
- Organize and maintain all files and storage areas of the Superintendent's office;
- Coordinate room usage and facility needs of the Superintendent;
- Schedule and coordinate travel and conference arrangement for the Superintendent and Board members;
- Assist with data and information gathering as requested by the Superintendent;
- Other duties as assigned by the Superintendent.
- Attend all Board meetings;
- Manage and store minutes of Executive Session meetings per Illinois School Law;
- Take minutes during all Open Session meetings and Closed Session meetings as necessary;
- Prepare transcribed or recorded minutes of Board meetings within one week of each meeting;
- Tend to all follow-up items as determined at each Board meeting;
- Provide effective oral and written communication with the Board of Education, responding to all requests for information, documents, etc.;
- Maintain Board of Education documents, files, permanent and historical records, including those related to all meetings;
- Respond to inquiries regarding Board policies and procedures;
- Monitor Board's compliance with the Open Meetings Record Act;
- Coordinate all materials for Board meetings, both electronic and hardcopy;
- Other duties as assigned by the Superintendent.
- Bachelor's Degree
- 3 to 5 years of progressively more responsible secretarial experience
- Excellent interpersonal, communication and organizational skills
- Strong computer and word-processing skills
- Proficiency in word processing wpm)
- Experience in the use of office equipment
- Experience with back-end databases and spreadsheet development
- Ability to work with a minimum of supervision
- Ability to organize, prioritize, and delegate work under time constraints and to be flexible in an environment of multiple tasks and changing priorities
- Ability to handle confidential information
- Job Description - Supt. Executive
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Executive Administrative Assistant - Glenview, United States - Glenview Public School District #34
1 week ago
Description
Position Type:Secretarial/Clerical/District Administrative Assistant - 12 months
Date Posted:
2/9/2024
Location:
Administration Building
Date Available:
05/01/2024PURPOSE: To provide support to the Superintendent and Board of Education in order to maximize the efficiency and effectiveness of the Glenview Public School District and promote a positive climate for the entire school community.
REPORTING RELATIONSHIP: This position reports to the Superintendent of Schools.
LOCATION: This position is located in the central administration building.
GENERAL RESPONSIBILITIES:
(Monthly meetings and special meetings; $500 per month x eleven months)
PHYSICAL DEMANDS:
This position requires the ability to lift and carry up to 15 pounds of materials. It also requires use of computers, good vision, hearing, and speech for effective communication.
Attachment(s):
