Administrative Assistant

Administrative Assistant To Educational Services DepartmentThe Administrative Assistant to Educational Services provides comprehensive administrative and secretarial support to the Assistant Superintendent of Educational Services and additional Educational Services team members. This position is essential in ensuring the smooth coordination and execution of educational initiatives, staff development, compliance activities, and district programs. The ideal candidate is highly organized, detail-oriented, and possesses strong communication and problem-solving skills to support instructional leadership across the district.Key Focus AreasAdministrative Support & Project CoordinationCompliance & Grant SupportProfessional Learning & Staff Development LogisticsQualificationsHigh school diploma or equivalentProven secretarial or administrative support experienceProficiency in Microsoft Office Suite and Google WorkspaceExperience in an educational settingFamiliarity with grant compliance or student servicesPreferred, not required - Bilingual endorsement/approval or fluency in a second language, in addition to EnglishEssential Duties and ResponsibilitiesServe as the primary administrative support to the Assistant Superintendent of Educational Services.Coordinate schedules, communications, and documentation to facilitate effective workflow and follow-through on departmental responsibilities.Assist in compiling, reviewing, and submitting required reports, including those related to federal and state grants (e.g.

Expenditure Reports, etc.).Collaborate with private schools to manage aspects of grant applications and compliance.Support the coordination of district professional learning, including internal trainings and external conference registrations, travel arrangements, and reimbursements.Maintain accurate records and attendance tracking for district meetings and development activities.Oversee and manage the onboarding, interviewing, and placement of student teachers, interns, practicum students, and field observers, including coordination with universities, facilitation of in-person interviews, and communication with both college representatives and district staff.Prepare materials, communications, and resources for Teacher Institute Days and New Teacher Orientation.Serve as the designated webmaster for the Educational Services section of the district website.Draft professional correspondence and reports for the purpose of documenting activities, supporting communication, and meeting compliance needs.Maintain secure and organized files and records to support documentation, historical reference, and compliance audits.Prepare and process purchase orders for curriculum-related resources, ensuring appropriate routing and delivery.Maintain accurate digital inventory and record-keeping of all curricular and instructional resources and materials districtwide.Coordinate with staff, presenters, and stakeholders to ensure events and initiatives are executed with accuracy and professionalism.Support initiatives and projects led by the Educational Services team.Ensure proactive communication with building and district-level staff.Maintain confidentiality and discretion in handling sensitive personnel and student information.Respond to student/staff/parent concerns and work collaboratively to ensure needs are met equitably.Promote inclusive and culturally responsive practices throughout the district.Participate in meetings, committees, and initiatives as assigned by the supervisor and/or the Superintendent.Ensure appropriate sections of the website are updated regularly—at minimum before summer, before the start of the school year, and before winter—and notify relevant staff when updates are needed.Perform all other duties as assigned.Key Success FactorsHigh level of accuracy, organization, and time managementStrong interpersonal and communication skillsAbility to prioritize and multitask across various projectsFlexibility and initiative in problem-solvingCollaborative spirit and responsiveness to the needs of diverse stakeholdersCultural competence and commitment to equityPhysical Demands and Work EnvironmentThe 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 regularly required to stand, walk, sit, bend, write, type, speak, and listen.

In addition, the employee may occasionally be required to bend, twist, reach and climb. Specific vision abilities required by this job include close, peripheral and distant vision. Ability to work in an office environment, including the following: sitting, standing, light lifting, filing, operating office machines and computers, communicating with staff and others.

The noise level in the work environment ranges from quiet/moderate to loud. The employee is frequently required to interact with the other staff.Terms of EmploymentWork Year: 12-month calendarLeave: 5 Vacation Days / 14 Sick Days / 2 Personal DaysFLSA Status: Non-exemptRetirement: IMRFBenefits: Yes, See Article III of District 68 Classified Organization Representing EmployeesSalary: O-5, $31.33 - $46.08 hourly )