Antioch Fire Department/ First Fire District
EXECUTIVE ADMINISTRATIVE ASSISTANT TO THE SUPERINTENDENT AND BOARD OF EDUCATION
Antioch Fire Department/ First Fire District, Antioch, Illinois, United States, 60002
Position Type:Secretarial/Clerical/Business Office Services
Date Posted:9/27/2024
Location:Administrative Services Center
Date Available:24/25
Closing Date:Until Filled
POSITION SUMMARY
The Executive Administrative Assistant to the Superintendent and Board of Education serves an essential support role within the school district, offering high-level administrative assistance to the Superintendent and the Board of Education. This position is responsible for ensuring the efficient operation of the Superintendent's office and the Board's functions, while maintaining the highest level of confidentiality and professionalism.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Administrative Support:
Provide comprehensive administrative support to the Superintendent, including managing calendars, scheduling meetings, preparing reports, and handling correspondence. Serve as a liaison between the Superintendent, Board of Education, district staff, and the community.Recording Secretary:
Serve as the Recording Secretary for the Board of Education. This includes preparing meeting agendas, assembling board packets, taking minutes during board meetings, and ensuring the accurate and timely documentation of all board activities.Records Custodian:
Act as the official Records Custodian for the district, managing and maintaining all district records in compliance with state and federal regulations. This includes ensuring proper retention, storage, and retrieval of documents.FOIA Officer:
Serve as the district's Freedom of Information Act (FOIA) Officer, responsible for processing and responding to FOIA requests in accordance with legal requirements. Collaborate with community members and legal teams in handling FOIA requests, ensuring accurate and timely responses.Event Planning and Setup:
Organize and manage both large and small event activities, including scheduling, coordinating with venues, arranging food and vendors, and securing presenters. Ensure smooth execution of events from start to finish, including logistical planning, set-up, and post-event follow-up.Forms Management and Workflow Optimization:
Develop and maintain district forms, ensuring they are effectively designed and easily accessible. Streamline and optimize workflows to enhance efficiency and support compliance across all district operations.Communication, Collaboration and Support : Provide essential support to various district departments and personnel, including school secretaries, administrators, school staff, custodians, and bus drivers. Facilitate communication between the Superintendent, Board members, district staff, and external stakeholders.
QUALIFICATIONSHigh school diploma or equivalent, some college preferred.Proven experience in an executive administrative role, preferably within an educational setting.Exceptional organizational skills with the ability to manage multiple tasks and deadlines.Strong written and verbal communication skills.Proficiency in office software, including word processing, spreadsheets, and presentation tools.Ability to maintain strict confidentiality and exercise sound judgment.Willingness to learn new duties and technology skills as required.Familiarity with board governance, public records laws, and FOIA requirements is preferred.Ability to establish and maintain effective working relationships with all staff and the public.? Bilingual or multilingual abilities are highly valued
Attachment(s):
Job Description _ Admin Asst to the Supt.pdf
Date Posted:9/27/2024
Location:Administrative Services Center
Date Available:24/25
Closing Date:Until Filled
POSITION SUMMARY
The Executive Administrative Assistant to the Superintendent and Board of Education serves an essential support role within the school district, offering high-level administrative assistance to the Superintendent and the Board of Education. This position is responsible for ensuring the efficient operation of the Superintendent's office and the Board's functions, while maintaining the highest level of confidentiality and professionalism.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Administrative Support:
Provide comprehensive administrative support to the Superintendent, including managing calendars, scheduling meetings, preparing reports, and handling correspondence. Serve as a liaison between the Superintendent, Board of Education, district staff, and the community.Recording Secretary:
Serve as the Recording Secretary for the Board of Education. This includes preparing meeting agendas, assembling board packets, taking minutes during board meetings, and ensuring the accurate and timely documentation of all board activities.Records Custodian:
Act as the official Records Custodian for the district, managing and maintaining all district records in compliance with state and federal regulations. This includes ensuring proper retention, storage, and retrieval of documents.FOIA Officer:
Serve as the district's Freedom of Information Act (FOIA) Officer, responsible for processing and responding to FOIA requests in accordance with legal requirements. Collaborate with community members and legal teams in handling FOIA requests, ensuring accurate and timely responses.Event Planning and Setup:
Organize and manage both large and small event activities, including scheduling, coordinating with venues, arranging food and vendors, and securing presenters. Ensure smooth execution of events from start to finish, including logistical planning, set-up, and post-event follow-up.Forms Management and Workflow Optimization:
Develop and maintain district forms, ensuring they are effectively designed and easily accessible. Streamline and optimize workflows to enhance efficiency and support compliance across all district operations.Communication, Collaboration and Support : Provide essential support to various district departments and personnel, including school secretaries, administrators, school staff, custodians, and bus drivers. Facilitate communication between the Superintendent, Board members, district staff, and external stakeholders.
QUALIFICATIONSHigh school diploma or equivalent, some college preferred.Proven experience in an executive administrative role, preferably within an educational setting.Exceptional organizational skills with the ability to manage multiple tasks and deadlines.Strong written and verbal communication skills.Proficiency in office software, including word processing, spreadsheets, and presentation tools.Ability to maintain strict confidentiality and exercise sound judgment.Willingness to learn new duties and technology skills as required.Familiarity with board governance, public records laws, and FOIA requirements is preferred.Ability to establish and maintain effective working relationships with all staff and the public.? Bilingual or multilingual abilities are highly valued
Attachment(s):
Job Description _ Admin Asst to the Supt.pdf