Position Type: Secretarial/Clerical
Date Posted: 5/15/2025
Location: Oak Park and River Forest High School
Date Available: 07/01/2025
Closing Date: 05/27/2025
Job Title: Administrative Assistant - Business Office
Reports to: Assistant Superintendent for Business Services
Terms and Conditions: 12-month position
Salary: $50,000 - $67,000 depending on qualifications and experience. Competitive benefits package, including participation in the Illinois Municipal Retirement Fund (IMRF) pension system.
FLSA Status: Exempt
Position Summary: The Administrative Assistant for Business Services provides administrative and operational support to the Assistant Superintendent for Business Services. This role performs a variety of functions which require a high level of secretarial support relating to the Business Office, Educational Technology, Food Service, Transportation, and Building & Grounds.
Essential Job Duties: - Schedules appointments and meetings for the Assistant Superintendent for Business Services
- Sorts and prioritizes mail for Assistant Superintendent for Business Services, answering routine correspondence and directing requests for information to knowledgeable individuals.
- Prepares materials for School Board meetings and works with the Assistant Superintendent for Business Services in preparation of special documents for School Board, community, District, or other meetings.
- Attends meetings and keeps minutes as necessary, composes correspondence to faculty and/or staff when requested.
- Attends and maintains minutes for all department meetings as well as the SNAC, Community Finance and Sustainability Committees.
- Responds to telephone calls or personal contacts in a professional and businesslike manner, providing information and assistance as needed.
- Responds to general questions, by giving answers rather than directing calls to others. Directs technical calls to others for specific answers and takes messages as necessary.
- Enters Skyward purchase orders for office and copier supplies as needed.
- Enters Requisitions in Skyward for the processing of invoice payments.
- Responsible for publishing legal notices for budget, levy hearings, prevailing wage and bidding process.
- Responsible for coordinating the filing of budgets, audits and other related documents to the ROE, ISBE and other governmental entities and on the District's website.
- Plans, organizes, and maintains Business Office files and coordinates the District's Disposal of Records through ISBE.
- Coordinates the Disposal of Records for the District, works with each department and files the documents with the ISBE Disposal of Records department yearly.
- Acts as the main contact for Citadel Shredding, distributes pick-up dates, and processes invoices.
- Responsible for requesting Certificates of Insurance to cover District events located off campus.
- Assists with the student billing and collection process for the district
- Coordinates and works with collection agency for tuition and obligations collection.
- Serves as the main point of contact between the Scholarship Foundation, OP-RF Community Foundation and the Business Office. Assists in the Scholarship Process which includes work in Scholarship Manager and Dynamic Forms as well as assisting in the Donor's Reception and Honor's Convocation.
- Assists the Scholarship Foundation with the coordinating and awarding process of the Swanson Grant.
- Maintains the Credit Card Reconciliation for the Assistant Superintendent for Business Services.
- Coordinates and manages the interview process for all Business Services job postings.
- Assists others in the Business Office as directed and needed.
- Other duties as assigned.
Qualifications: - Administrative or executive secretarial experience required with 2-4 years post-secondary training or education.
- Proficient in application and utilization of principles, methods, techniques of business administration/operation.
- Able to type a minimum of 65 wpm
- Proficient in transcribing from recorded material; shorthand or speedwriting is desired.
- Must exhibit superior use of the English language, spelling, punctuation, and editing capabilities to meet demand for high quality written work.
- Demonstrate proficiency in use of personal computer, word processing, data management and spreadsheets.
- Demonstrate mastery of interpersonal skills in understanding, selecting, developing and motivating people to the highest degree in addition to demonstrated ability to maintain a cooperative working relationship with outside contacts normally associated with position as well and administrators, Board members, co-workers, staff and students.
- Observe highest level of confidentiality and professionalism.
- Able to organize and schedule work to meet deadlines, handle emergencies, attend and record meetings, prepare reports as needed.
- Possesses above average ability on the computer. Designs fields in data management programs and designs formulas in spreadsheet programs.
Education: High School Graduate
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms, and talk or hear. The employee is occasionally required to climb or balance; stoop, kneel, or crouch. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
Work Environment: Standard office conditions without windows.