Administrative Assistant to the Assistant Superintendent of Operations

Position Type:
Secretary / Clerical/Secretary (Administrative Asst.)

Date Posted:
5/16/2025

Location:
Plant Operations

Date Available:
ASAP

Closing Date:
Until Filled
Position / Title: Administrative Assistant to the Assistant Superintendent of Operations

Bargaining Unit: Non-Union

Department/Location: Plant Operations

Work Days: 261

Reports To: Assistant Superintendent of Operations

JD Revision Date: 5/7/2025

Supervises: N/A

Function / Position Summary

The Administrative Assistant to the Assistant Superintendent of Operations plays a critical role in supporting the Assistant Superintendent of Operations and ensuring efficient processes within the Operations department within School District U46. Provide a high level of administrative support, including managing calendars, coordinating meetings, preparing reports, handling confidential information, and assisting with various operational functions. This role requires attention to detail, a proactive approach, and strong organizational, time management, and multitasking skills to ensure all timelines are met.

Job Duties / Responsibilities

• Provide administrative support to the Assistant Superintendent of Operations, including managing schedules, coordinating meetings, taking meeting minutes, and preparing materials. Ensure follow-up actions are completed.
• Coordinate any required travel and prepare and process expense reports, ensuring compliance with district policy.
• Serve as the primary point of contact for the office of the Assistant Superintendent of Operations, responding to inquiries and handling requests from staff, administrators, and external stakeholders.
• Prioritize and coordinate conflicting appointments, ensuring optimal time management.
• Assist in the preparation and organization of operational reports, documents, and presentations for meetings, conferences, and board meetings.
• Help coordinate professional development activities, training, and workshops for operational staff.
• Assist in the procurement process for the operational departments and facilitate review and execution of related documents.
• Consolidate the Operations building project lists and share with building administration.
• Prepare the Operations newsletter, soliciting topics from the various Operations departments and sending it out to district stakeholders.
• Maintain accurate spreadsheets, logs and operational files, both electronically and in hard copy and ensure easy retrieval of documents.
• Assist in the budget preparation, management, and approval process as required.
• Handle confidential information with discretion, adhering to a high degree of confidentiality.
• Provides backup support for incoming calls into Plant Operation's main number, extension 5060, including emergency response assistance, as assigned.
• Perform other administrative duties as assigned by the Assistant Superintendent of Operations.

Education

• Associates degree or higher, preferably in Operational Management, Business Administration or a related field.
• Bilingual - Spanish/English - written/verbal (preferred).

Experience / Knowledge

• Three to five years of experience working in a fast-paced environment.
• Strong organizational skills with the ability to manage multiple tasks and meet deadlines.
• Excellent communication skills, both written and verbal, with the ability to interact effectively with employees, administrators, and external partners.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workplace.
• Strong attention to detail and ability to maintain confidentiality with sensitive information.
• Ability to work independently, prioritize tasks, and solve problems proactively.
• Experience working in a school district or public sector setting is a plus

Physical Demands

• Prolonged periods of sitting and working on a computer.
• Occasional standing, walking, and lifting of materials (up to 20 pounds).
• Ability to communicate effectively with staff and external parties, both in person and by phone or email.
• Must be able to drive a vehicle from building to building when requested.

Terms of Employment

• Full-time, year-round position with regular office hours.
• Occasional evening or weekend hours may be required for special projects or events.
• Travel to schools within the district.
• Salary and benefits as established by District U-46 under the guidance of the Board of Education.
• The salary range for this position is $54,752.00 - $82,139.00. It is our typical practice to hire in between the minimum and midpoint ($68,457.00).

Attachment(s):

• Non Union Classified 12 Month 2025.pdf