Administrative Assistant to Business Services and Human Resources Job Lisle area,Illinois USA,Administrative/Clerical

Position Type:
Secretarial/Clerical/Administrative Assistant

Date Posted:
3/2/2026

Location:
SASED Administrative Offices

Date Available:
07/01/2026

Closing Date:
05/15/2026
Title:
Administrative Assistant to Business Services and Human Resources

Reports To:
Assistant Director of Business Services

FLSA Status:
Non-Exempt

Starting Hourly Pay: $20.00

Qualifications:

Undergraduate degree preferred but not required. High School Diploma or equivalent required.
Proficiency with computer software, databases, and technology and the ability to learn and implement new systems
Ability to remain organized, accurate, and friendly while managing various projects and actions throughout the day
Two years of experience in a school district preferred

Core Competencies:

Strong desire to be part of a team that puts the needs of exceptional students first
Demonstrated organizational skills, google proficiency, and phone etiquette
Excellent interpersonal and verbal/written communication skill
Effective collaborative problem-solving ability and independent work ethic

Duties and Responsibilities:

Assist with preparation of financial documents such as purchase orders, invoices, bid materials, budget reports, and vendor communications.

Support the processing and tracking of accounts payable, payroll documentation, or purchasing records (depending on district processes).

Coordinate with vendors, contractors, and service providers to obtain quotes, follow up on orders, and verify deliveries.

Assist with maintaining accurate financial, personnel, and compliance documentation for audits and reporting.

Assist with the annual audit

Assist with Medicaid funding and perform data entry required.

Assist with coordination of Medicaid Reporting for SASED and Districts

Oversee completion of Random Time Studies for SASED and District staff.

Submission and oversight of medicaid reimbursement

Coordinate and ensure fee for Service for all SASED member districts and SASED programs.

Provide assistance to staff who participate in the web-based Fee for Service program.

Monitor and verify that all staff have submitted claims for their services in the web-based program and follow-up with staff members if not completed or with supervisors if not cosigned.

Update all revisions to the staff database for medicaid management.

Enter transportation claims on a web-based claim submission program for every day a Medicaid eligible student who receives special transportation also receives a Medicaid reimbursable service for SASED programs.

Prepare and organize board meeting packets, budget updates, and presentations as directed.

Assist in meeting legal and state reporting requirements through document gathering, formatting, and submission support.

Serve as a primary point of contact for the business and HR offices, supporting district staff, families, vendors, and community members with accurate and timely information.
Coordinate communications across departments (HR, Operations, Facilities) as needed by the CSBO.

Support internal communication related to budgeting timelines, purchasing procedures, and business office processes.

Support special projects such as budget development, annual audits, grant documentation, facility planning, or operational reviews.

Assist as needed in ensuring accurate timesheets for contractual assistants.

Oversee and ensure accurate staff attendance for non certified staff, as well as sign in and outs.

Assist in organizing training sessions, workshops, or staff meetings related to business operations.

Maintain up-to-date knowledge of district procedures and relevant processes.

Research, compile, assimilate, support, and prepare accurate and organized documents, projects, presentations, and reports

Edit communications from Administrator including articles, correspondences, staff weekly updates, and various other correspondence and reports

Read and screen incoming phone calls, correspondence and reports; make preliminary assessment of the importance of materials, address them as appropriate, and organize and prioritize documents

Arrange and coordinate all meetings originating from Administrator and manage calendar

Participates in and /or coordinates committees and take minutes as requested

Establish and maintain various filing and records management systems, including google suite and automation

Make travel arrangements; prepare itineraries and maintain travel vouchers and records for Administrators.

Cross Train with other departments as requested and cover for other departments during absences or when additional support is needed, as requested.

Assist in determining needed supplies and equipment for the program, coordinate all ordering and purchase orders, credit card purchases, maintain an inventory of supplies, coordinate delivery of mail and equipment, and ensure all proper procedures are followed as well as appropriate records.

Assist with department budget development, coordinate purchase orders for the department, and oversee accounts.

Attend professional development opportunities and…