Position Type: Secretarial/Clerical
Date Posted: 3/27/2025
Location: District Office
Date Available: 07/01/2025
Closing Date: Until Filled
Job Posting ID : 10085
Closing Date: Until Filled
Position
Executive Administrative Assistant to Assistant Superintendent for Finance and Operations/CSBO
Building
District Office
Position Type
Confidential
Term
12-month, 261 days
Hours
8 hours per day, 8am-4:30pm
License Required
None
Supervisor
Asst. Superintendent for Finance and Operations/CSBO
Rate of Pay
$48,000 -$54,000
Benefits
Comprehensive health, dental, and vision insurance
Group term life/ADD insurance
Employee Assistance Program
Educational Support Personnel required contributions to IMRF
Paid leave
Start Date
7/01/2025
Position Summary
The Executive Administrative Assistant for the Business Office at Glenbard High School District 87 will provide essential administrative support to the Assistant Superintendent for Finance and Operations and the broader business office team. This role involves managing a variety of administrative tasks, including scheduling meetings, organizing office operations, preparing reports, and assisting with communication across departments. The Executive Administrative Assistant will serve as a key point of contact for internal and external stakeholders, ensuring smooth and efficient office operations.
In addition to general administrative duties, the Executive Administrative Assistant will assist with the preparation of financial documents, coordinate purchasing-related activities, and help track important deadlines and projects within the Business Office. This position will also support the Assistant Superintendent by managing calendars, coordinating meetings and events, handling correspondence, and performing data entry as needed.
The ideal candidate for this role will be highly organized, proactive, and detail-oriented, with excellent communication and multitasking skills. The Executive Administrative Assistant will work closely with the Assistant Superintendent and other business office staff to ensure efficient operations and contribute to the district's overall financial management and success.
Qualifications
- High School diploma or equivalent required (associate or bachelors degree preferred)
- Must demonstrate strong organization skills, and the ability to work independently.
- Outstanding customer service skills for dealing with parents and staff.
- Must have a penchant for detail and proofreading.
- Should be neat, thorough, industrious and have knowledge of general secretarial procedures; knowledge of school procedures is preferred.
- Must have extensive clerical and technical skills. Must be proficient and experienced in general computer programs such as Microsoft Word and Excel, and Google Workspace
- Must have the ability to operate office equipment, do basic data entry, and maintain records and scheduling.
- Should have excellent written and oral communication skills and the ability to interact constructively and collaboratively with others.
- Self-starter and able to learn quickly.
Provide assistance and support to the Asst. Superintendent of Finance and Operations for bargaining-related matters
Provide Support for Board and Committee Meetings
- Ensure long-range planning is done for all BOE and Finance Committee Meetings. Creating agendas, note taking, document preparation, and distribution
- Coordinate and communicate with committee members to ensure quorum is achieved
Ensure all Business Department calendars and APO meetings are planned appropriately.
- Prepare for bi-weekly team meetings
- Coordinate agendas/notes and, as necessary, supplies and provisions
Provide support with all Business Office clerical and secretarial duties.
- Creation of / Editing of memorandums, presentations and board communication
- Coordination of appointments and screening of phone calls
- Update contact lists and resources for District Staff
- Creating efficient filing and organizational procedures
- Assist with Business Office policy review
Provide Customer Service / Support for Point of Sale and Webstore system (PushCoin)
- Act as initial customer service contact and route questions and concerns to Bookkeepers as appropriate
- Provide support for communication with building leadership with PushCoin questions
- Assist the Business Operations Coordinator with reporting requests as needed.
Provide support for the Budget and Tax Levy process
- Ensure all legal requirements are adhered to for publishing and timely submissions to the County/ ROE and State. This includes newspaper posting for annual statements of affairs and other
- Ensure the website is appropriately updated with all necessary documents to provide appropriate transparency to the community
Provide Support for district purchasing opportunities
- Identify opportunities to streamline building-level purchases
- Support Fiscal Services Coordinator to evaluate and implement programs
- Coordinate with the Assistant for Facilities and Transportation to ensure purchasing cooperative agreements are complied with and monitored
SSCIP and SELF Insurance Cooperative Liaison
- Process and monitor insurance claims for property, liability, and student accident claims as needed
Additional Duties
- Assist with waiver approvals, as needed - backup
- Audit assistance, as needed
- Maintains the highest level of ethical and professional demeanor with vendors, parents, students and staff consistent with the Sexual Harassment, Equal Educational Opportunity, Ethics, Use of Electronic Media, and other appropriate policies of the district.
- Assists in upholding and enforcing school rules, administrative regulations and Board policy.
- Assist with FOIA requests, as needed
- May perform other duties as assigned by supervisor.
Knowledge and Skills
- Ability to read, analyze and interpret documents such as correspondence, surveys and electronic media.
- Ability to write professional communications.
- Ability to present information effectively and to respond to questions from individuals and groups
- Ability to establish and maintain effective working relationships with staff and community members
- Ability to communicate clearly and concisely, both orally and in written form
- Ability to complete mathematical operations and apply concepts of basic mathematics
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists
- Ability to maintain current job skills as directed, especially in technology-related activities
- Ability to perform essential duties with an awareness of school district requirements and School Board policies
Physical Demands and Work Environment
- The physical demands described here represent 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 regularly required to sit and talk or hear.
- The employee is frequently required to stand, walk, operate duplicating machines and computer equipment; reach with hands and arms; and will frequently repeat actions with the same hand, arm, or finger motion such as when typing.
- Specific vision abilities required by this job include close vision, and the ability to adjust focus. In addition, the ability to withstand long-term use of video display terminals (VDT) is required.
- The employee may occasionally lift up to 30 pounds such as reference books.
- The noise level in the work environment is usually moderate.
- The pace of work tasks would be considered as fast.
- Work is usually conducted at one job site, however, on occasion, this employee will be required to attend meetings, conferences, or workshops and events at other sites as assigned.
Direct Questions to:
Dr. Seth Chapman
Asst. Superintendent of Finance and Operations/CSBO
Glenbard Township HSD
596 Crescent Blvd, Glen Ellyn, IL 60137
Email:
Interested parties should fill out the online application at District 87 - Employment The statements in this job description are intended to describe the general nature and level of the work to be performed by (an) individual(s) assigned to this position. They are not an exhaustive list of all duties and responsibilities related to the position. This job description will be reviewed periodically as duties and responsibilities change with business necessity and School Board Policy and procedures. Essential and marginal job functions are subject to modification.
The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties may be assigned.
Glenbard Township High School District 87 is an Equal Opportunity Employer . click apply for full job details