- High School graduation or equivalent
- Minimum of three-five years administrative assistant experience (phones, typing and filing)
- Minimum of one - two years Accounts Receivable experience
- Data Processing experience (memos and formal letters)
- Ability to communicate with parents and all staff levels (written and verbally)
- Ability to work independently, as well as part of a team
- School breakfast/lunch program experience
- Sanitation Certificate & License.
- Performs duties as Admin Assistant to the Assistant Superintendent of Business Service/CSBO.
- Works closely with Human Resources (HR) and Payroll representatives in maintaining correct information for new hires, transfers and terminations within Infinite Visions as well as back-up Accounts Payable (AP), HR and Payroll duties.
- Assists with complying with Faith's Law and using Verifent software to verify employment.
- Assists with monitoring Illinois State Board of Education (ISBE) mandated training and provide reports to CSBO and Superintendent.
- Maintains information on employee seminar registration and attendance.
- Helps maintain personnel files and keep track of I-9 of terminated employees for disposal.
- Updates staff listing several times a year as needed.
- Assists with completing of disposable records annual application and disposable records process, including and not limited to labeling items for scanning and disposal as well as ordering documents to be shredded by contracted vendor(s).
- At least 30 days prior to beginning of school year, send out assignment letters/salary information to all staff (other than 12 month employees).
- Prior to July 1st, send out assignment letters/salary information to 12 month employees.
- Assists with HR summer and contract duties. Copy and send to employees.
- Compiles a list of teachers and support staff with assignment for Union prior to September 15th each year.
- Assists with maintaining various computer expenditures spreadsheet files and logs related to Business Department for student transportation (First Student or cabs), AP, one-on-one, nursing services and/or Medicaid.
- Assists with updating monthly expenditure report for Grant Programs (i.e. CARES ACT, ESSER, IDEA, TITLE, etc.), including quarterly claims, drawdowns, and periodic grant reporting.
- Assists with uploading quarterly/annual reporting for the Business Department (941's, TRS, IMRF, 430b, TASC, TSA, etc.).
- Sends Union seniority lists for program assistants by February 1st each year, and corrected copy by April 1st. Reduction in Force (RIF) Letter by March 1st, as well as provide each teacher with a personalized document including the three most recent evaluations, seniority date, and all certificates, etc. held by the teacher.
- Assists with compiling the RIF database and sending out the information to staff.
- Prepares and distributes notices, letters and forms to the media, parents and district staff regarding the lunch program each year and communicates by phone as needed.
- Receives, reviews, computes and approves free/reduced lunch applications, if no longer a CEP.
- Assists with annual sponsor and site lunch program renewal applications, as needed.
- Assists with filing monthly claims for reimbursement for all lunch program, as needed.
- Maintains required files and records documenting the activity for the lunch program, including record destruction when appropriate.
- Reviews lunch collections, prepares, uploads deposits, and prints the monthly lunch summary for BoE report.
- Ensures safety posters are properly displayed throughout the district.
- Yearly onsite visits to review lunch program is conducted to ensure meal counting and claiming procedures are performed accounting to ISBE's standards.
- Assists with coordinates, distributes and monitors annual civil rights training and other required lunch program training materials necessary to pass a food service audit.
- Attends all applicable ISBE workshops related to your role; all required trainings and webinars.
- Accounts Receivable (A/R) duties: recording and tracking monthly receipts for Proviso Township Treasurers Office (TTO). Makes weekly deposit for cash collected.
- Assists with annual audit requests related to A/R and annual Budgets as requested.
- Generate reports from the TTO accounting system for administration as requested.
- Provides back-up for AP, HR and Payroll, as needed.
- Backups to posting vacancies and working with the various vendors (Frontline, Indeed, etc.)
- Performs other tasks as assigned by Superintendent or designee.
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Admin Assistant to Assistant Superintendent of Business Services/CSBO and Business Support - Hillside, United States - Hillside School District 93
1 week ago
Description
Position Type:Secretarial/Clerical/Business Office Clerk
Date Posted:
11/9/2023
Location:
Hillside SchoolJOB TITLE: Admin Assistant to Assistant Superintendent of Business Service/CSBO and Business Support
POSITION SUMMARY: Directly responsible to the Assistant Superintendent of Business Service/CSBO for performing administrative, accounts receivables, and food services duties, as well as helping to maintain the computerized personnel and benefits programs.
QUALIFICATIONS:
JOB GOAL: The Administrative Assistant is responsible to the Assistant Superintendent of Business Service/CSBO. The primary purposes of this position is to accomplish the clerical daily functions and business support, upload quarterly and annual reports - including claims, process the accounts receivables; and assist with maintaining and organizing personnel files.
PERFORMANCE DUTIES & RESPONSIBILITIES:
Essential job duties and responsibilities include:
The job is performed under minimal temperature variations and is generally a hazard free environment.
PHYSICAL REQUIREMENTS:
The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting (should be able to lift up to 30 pounds), carrying, pushing, and/or pulling.
Terms of Employment Start Date:
Hours: 8:00 am - 4:00 pm
Work Year: 12 month
Compensation: Based upon Expereience and Qualfiications.
Union Affiliation: Non Union
All applicants (internal and external) need to complete an online application located on the website.
