Confidential Executive Assistant, Business Office

3 days ago

Skokie IL United States Niles Township High School District 219 Full time
JOB DESCRIPTION
Niles Township High School District 219

Confidential Executive Assistant (District)

Purpose Statement

The job of Confidential Executive Assistant (District) is done for the purpose/s of performing diversified
duties in support of the administrator; conveying information regarding district functions and procedures;
coordinating assigned projects and site activities; and ensuring the efficient operation of support
functions.

This job reports to the Department Administrator.

Essential Functions
* Collects data and submits required reports to supervisor and other parties (e.g. ISBE, etc.) for the
purpose of providing up-to-date reference and complying with regulatory requirements and
established guidelines.
* Compiles data from a wide variety of sources for the purpose of analyzing issues, ensuring
compliance with organization policies and procedures, and/or monitoring program components.
* Coordinates department projects and office workflow, prioritizing and completing tasks in a timely
manner for the purpose of following district policy and practices.
* Maintains confidential information regarding union negotiations for the purpose of following district
policy and guidelines.
* Maintains databases for the purpose of providing reference, conveying information, and
complying with established financial, legal and/or administrative requirements.
* Monitors budget allocations, expenditures, fund balances and related financial activities for the
purpose of ensuring that allocations are accurate, revenues are recorded, expenses are within
budget limits and/or fiscal practices are followed.
* Oversees assigned program and/or departmental responsibilities for the purpose of achieving
organizational objectives, and ensuring compliance with legal, and financial requirements.
* Participates in meetings, as assigned, for the purpose of conveying and gathering information
regarding a wide variety of subjects required to carry out their administrative responsibilities.
* Prepares a wide variety of documents and written or electronic materials for the purpose of
documenting activities and issues, conveying information, meeting compliance requirements,
and/or providing supporting materials.
* Researches a variety of topics for the purpose of ensuring compliance with regulatory
requirements and established guidelines; securing information for planning; and/or responding to
requests.
* Responds to issues and inquiries from internal and external sources for the purpose of identifying
the relevant issues and recommending or implementing a plan of action that will efficiently resolve
the issue.
* Schedules appointments, meetings, and events for the purpose of making necessary
arrangements for the assigned administrator.
* Supervises special project support staff (600 hr) as needed for the purpose of maintaining an
effective workflow.
* Performs other related duties as assigned for the purpose of ensuring the efficient and effective
functioning of the work unit pertaining to District 219.

03/09/2021

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities
SKILLS are required to perform single, technical tasks with a need to occasionally upgrade skills in order
to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the
functions of the job include: operating standard office equipment including utilizing pertinent software
applications; planning and managing multiple projects; developing and administering budgets; developing
effective working relationships.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or
ratios; read a variety of manuals, write documents following prescribed formats, and/or present
information to others; and understand multi-step written and oral instructions. Specific knowledge based
competencies required to satisfactorily perform the functions of the job include: K-12 educational system;
organizational and time management; concepts of conflict resolution; pertinent codes, policies,
regulations and/or laws; current and developing technology; knowledge of board policy, district, state and
federal regulations/laws.

ABILITY is required to schedule a significant number of activities, meetings, and/or events; routinely
gather, collate, and/or classify data; and use job-related equipment. Flexibility is required to independently
work with others in a wide variety of circumstances; work with data utilizing defined but different
processes; and operate equipment using standardized methods. Ability is also required to work with a
significant diversity of individuals and/or groups; work with a variety of data; and utilize job-related
equipment. Problem solving is required to analyze issues and create action plans. Problem solving with
data requires independent interpretation of guidelines; and problem solving with equipment is moderate.
Specific ability based competencies required to satisfactorily perform the functions of the job include:
communicating with diverse groups; meeting deadlines and schedules; setting priorities; working as part
of a team; flexible to changing conditions; making quick and accurate decisions; working with multiple
projects; dealing with frequent interruptions and changing priorities; maintaining confidentiality; facilitating
communication between persons with frequently divergent positions.

Responsibility
Responsibilities include: working under limited supervision following standardized practices and/or
methods; leading, guiding, and/or coordinating others; utilization of resources from other work units is
often required to perform the job's functions. There is a continual opportunity to impact the organization's
services.

Working Environment
The usual and customary methods of performing the job's functions require the following physical
demands: some lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity. Generally
the job requires 80% sitting, 10% walking, and 10% standing. This job is performed in a generally clean
and healthy environment.

Experience

Job related experience with increasing levels of responsibility is required.

Education

Community college and/or vocational school degree with study in job-related area.

03/09/2021

Equivalency

College degree preferred.

Required Testing Certificates

Job Fit Test
Technology Test
Grammar Test

Continuing Educ./Training Clearances

Ongoing as needed Fingerprint/Background Clearance
Physical examination

FLSA Status Approval Date Salary Range

Non Exempt 3/8/2021 Confidential

03/09/2021

Position Type:
Secretarial/Clerical/Executive Assistant

Date Posted:
12/20/2024

Location:
DISTRICT BUSINESS OFFICE

Date Available:
January 2025

Closing Date:
01/17/2025

Attachment(s):
  • Confidential Executive Assistant (District).pdf


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