Grade Level II: Administrative Assistant II 2 Vacancies

Position Type:
Administrative Assistant/Administrative Assistant - 12-Months

Date Posted:
1/8/2025

Location:
Proviso East High School

Date Available:
Upon Approval

Closing Date:
Until Filled POSITION TITLE: Administrative Assistant II (12 month)
REPORTS TO: Principal, Assistant Principal
LEVEL: Classification II 12 Months

QUALIFICATIONS:
Required Experience or Training

1. Proficiency in Microsoft Word and Excel
2. Typing skills of 60 words per minute
3. Sound foundation in grammar and spelling
4. Ability to lead and direct
5. Aptitude for detailed work
6. Knowledge of filing and record keeping
7. Ability to work independently
8. Ability to maintain confidential information in a professional manner
9. Ability to follow directions and establish good rapport with faculty, staff, and students

Desired Experience or Training

1. Bilingual
2. Post high school education
3. 2-5 years of secretarial experience
4. Understanding of main office procedures
5. Working knowledge of computer operations

Special Requirements of the Position

1. Evidence of successful experience and of a strong attendance record
2. Willingness to schedule vacation around job requirements
3. Ability to work well under pressure and meet deadlines
4. Expected to serve as backup person for at least three or four other persons in the office in case of emergency
5. Professional demeanor and attitude
6. Trustworthy, able to respect confidentiality
7. Familiarity with office organization techniques
8. Capable of multitasking; strong time management
9. Well-organized, detail-oriented
10. Strong writing ability
11. Excellent verbal communication
12. Proficient with computers, especially in MS Office

POSITION RESPONSIBILITIES:
Ideal candidates for the position need to be comfortable being the primary point of contact for all manners of inquiries and requests.

Secretary Duties and Responsibilities

• Respond to calls, emails, and routine letters; direct inquiries to the appropriate person in a friendly professional manner
• Welcome and greet students and families that visit the Special Education Office.
• Manage correspondance between student, family, attendance office and others that relate to matters of the Special Education Office.
• Manage schedules and calendars;
• Maintain content management system (Power School)
• Manage records housed in the Special Education Office.
• Maintain budget and purchase supplies for the Special Education Office; track inventory of Special Education Office supplies
• Write and distribute routine reports; compile data and prepare reports
• Proofread and edit documents to ensure proper spelling and grammar as well as compliance with company policy; recommend revisions as needed
• Maintain updated contact information for company students, parents, suppliers, as related to the function of the Special Education Office ; keep such information confidential
• Have current knowledge of information pertinent to processes, policies and procedures related to student records and the Special Education Office.
• Fulfill other secretarial duties as needed

The ideal candidate for the position of secretary can prioritize tasks and is motivated to complete work with minimal supervision.

Note: This job description is designed to provide guidelines and direction for accomplishing goals and objectives. It covers the essential responsibilities and activities involved in the effective execution of this position. It is not all encompassing or all exhaustive. The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. The individual currently holding this position may perform additional duties