Avoca School District 37
Business Office Administrative Assistant - Buildings/Grounds, Finance, Transport
Avoca School District 37, Wilmette, Illinois, United States, 60091
Position Type:Secretarial/Clerical/Operations/Finance
Date Posted:11/7/2024
Location:District Office
Date Available:ASAP
Closing Date:11/22/2024CLASSIFICATION:
Non-exempt; Full-time, 40 hours/week; 12-month (6:45 a.m.-2:45 p.m.)REPORTS TO:
Chief School Business Official (CSBO)
SUMMARY:
The Administrative Assistant facilitates the efficient and professional operation of the Business Office by performing various clerical and administrative tasks.
ESSENTIAL FUNCTIONS:Answer and transfer phone calls, screening and taking messages when necessaryCoordinates and schedules meetings, travel, conferences, and appointments for th.e CSBO and/or assigned staff.Maintains the calendars for the Business Office and/or designated individuals/departments, including evening and weekend building usage.Maintains postage meter, renewing postage, and performing scheduled electronic updates as needed.Handle incoming and outgoing mail and faxes.Responds to and resolves inquiries and questions as directed from students, parents/guardians, staff, and administrators.Execute all written, verbal, mail, and electronic communication, as directed, including internal and external correspondence.Accurately and confidentially maintains physical and electronic databases and filing systems.Maintain the confidentiality of students, employees, and other sensitive district information.Collaborates with other departments to complete some office functions.Perform occasional off-campus errands.
BUILDINGS & GROUNDS:
Procures and maintains supplies for O&M department and Central Supply Inventory.Provides support for the O&M department as assigned.Monitor and maintain the maintenance management system.Manage paperwork and billing for building and field rentals.Support bid processes by gathering documents, verifying references, and handling acceptance and rejection communications.Process requisitions for the Business Office, O&M Department; provide district backup support.Maintain and file building inspection reports.
FINANCE:
Prepare bank deposits, including summary reports of collected revenue.Track and collect all fees, including transportation, instructional, and extracurricular fees.Process payments and issue refunds.Manage the electronic food service program, including setup, reporting, collections, and parent support.Report monthly milk and lunch counts in WINS.Reconcile assigned small district bank accounts.Conduct biannual petty cash counts.
TRANSPORTATION:
Develop and maintain a transportation database.Organize and distribute bus route information to drivers, staff, and parents.Address parent inquiries related to transportation.Operate dispatch radio, performing radio checks with each bus during morning and afternoon routes.Assign drivers for field trips and coordinate logistics with trip requestors.Review pre-trip inspection sheets and ensure prompt follow-up on reported maintenance needs.Compile and prepare the annual transportation report, summarizing data on ridership, mileage, and trips throughout the year.
SKILLS/ABILITIES:
Excellent verbal and written communication skillsExcellent interpersonal skillsExcellent organizational skills and attention to detailExcellent time management skills with a proven ability to meet deadlinesProficient in Microsoft Office Suite (Outlook, Word, Excel); Google Suite (e.g. Word, Excel, PowerPoint), and Google Workspace (e.g. Docs, Sheets, Slides)Ability to work independently and flexiblyAbility to learn, interpret, and apply policies and proceduresExtensive knowledge of office administration, clerical procedures, and recordkeeping systems
EDUCATION & EXPERIENCE:
High school diploma or equivalent required; Associate's degree preferredThree to five years of experience in an administrative role, preferably in an educational setting
PHYSICAL REQUIREMENTS:
Prolonged periods sitting at a desk and working on a computerStanding, bending, kneeling, crouching, and walkingSeeing; looking at a computer screen/reading dataFine finger dexterityRegularly working at assigned site(s)Some lifting, carrying, pushing, and pulling up to 15 lbs.
OTHER DUTIES:Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.
COMPENSATION:Starting at $24 per hour, commensurate with skills and years of experience.
BENEFITS:
Medical Benefits through BCBSIL, Vision and DentalIMRF PensionBasic Life InsuranceFlexible Spending Account PlanPaid Time OffOptional 403b Contribution/457b Contributions
Date Posted:11/7/2024
Location:District Office
Date Available:ASAP
Closing Date:11/22/2024CLASSIFICATION:
Non-exempt; Full-time, 40 hours/week; 12-month (6:45 a.m.-2:45 p.m.)REPORTS TO:
Chief School Business Official (CSBO)
SUMMARY:
The Administrative Assistant facilitates the efficient and professional operation of the Business Office by performing various clerical and administrative tasks.
ESSENTIAL FUNCTIONS:Answer and transfer phone calls, screening and taking messages when necessaryCoordinates and schedules meetings, travel, conferences, and appointments for th.e CSBO and/or assigned staff.Maintains the calendars for the Business Office and/or designated individuals/departments, including evening and weekend building usage.Maintains postage meter, renewing postage, and performing scheduled electronic updates as needed.Handle incoming and outgoing mail and faxes.Responds to and resolves inquiries and questions as directed from students, parents/guardians, staff, and administrators.Execute all written, verbal, mail, and electronic communication, as directed, including internal and external correspondence.Accurately and confidentially maintains physical and electronic databases and filing systems.Maintain the confidentiality of students, employees, and other sensitive district information.Collaborates with other departments to complete some office functions.Perform occasional off-campus errands.
BUILDINGS & GROUNDS:
Procures and maintains supplies for O&M department and Central Supply Inventory.Provides support for the O&M department as assigned.Monitor and maintain the maintenance management system.Manage paperwork and billing for building and field rentals.Support bid processes by gathering documents, verifying references, and handling acceptance and rejection communications.Process requisitions for the Business Office, O&M Department; provide district backup support.Maintain and file building inspection reports.
FINANCE:
Prepare bank deposits, including summary reports of collected revenue.Track and collect all fees, including transportation, instructional, and extracurricular fees.Process payments and issue refunds.Manage the electronic food service program, including setup, reporting, collections, and parent support.Report monthly milk and lunch counts in WINS.Reconcile assigned small district bank accounts.Conduct biannual petty cash counts.
TRANSPORTATION:
Develop and maintain a transportation database.Organize and distribute bus route information to drivers, staff, and parents.Address parent inquiries related to transportation.Operate dispatch radio, performing radio checks with each bus during morning and afternoon routes.Assign drivers for field trips and coordinate logistics with trip requestors.Review pre-trip inspection sheets and ensure prompt follow-up on reported maintenance needs.Compile and prepare the annual transportation report, summarizing data on ridership, mileage, and trips throughout the year.
SKILLS/ABILITIES:
Excellent verbal and written communication skillsExcellent interpersonal skillsExcellent organizational skills and attention to detailExcellent time management skills with a proven ability to meet deadlinesProficient in Microsoft Office Suite (Outlook, Word, Excel); Google Suite (e.g. Word, Excel, PowerPoint), and Google Workspace (e.g. Docs, Sheets, Slides)Ability to work independently and flexiblyAbility to learn, interpret, and apply policies and proceduresExtensive knowledge of office administration, clerical procedures, and recordkeeping systems
EDUCATION & EXPERIENCE:
High school diploma or equivalent required; Associate's degree preferredThree to five years of experience in an administrative role, preferably in an educational setting
PHYSICAL REQUIREMENTS:
Prolonged periods sitting at a desk and working on a computerStanding, bending, kneeling, crouching, and walkingSeeing; looking at a computer screen/reading dataFine finger dexterityRegularly working at assigned site(s)Some lifting, carrying, pushing, and pulling up to 15 lbs.
OTHER DUTIES:Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.
COMPENSATION:Starting at $24 per hour, commensurate with skills and years of experience.
BENEFITS:
Medical Benefits through BCBSIL, Vision and DentalIMRF PensionBasic Life InsuranceFlexible Spending Account PlanPaid Time OffOptional 403b Contribution/457b Contributions