Administrative Assistant to Deputy Superintendent and Board of Education Recording Secretary

Description Administrative Assistant to the Deputy Superintendent & Board of Education Recording Secretary
Qualifications

• High school diploma or equivalent, or compensating experience
• A minimum of three (3) years' successful executive level assistant experience, preferably in a school setting
• Proficiency with the Microsoft Office suite and Google Workspace, with a strong knowledge of Microsoft Word and Excel preferred
• Proficiency with online agenda and meeting management platforms, Diligent Community preferred
• Knowledge of Board governance procedures and public meeting requirements
• Exceptional written and oral communication skills
• Excellent customer service, organization, prioritization, analytical, and interpersonal skills
• Sound judgment, a high level of trustworthiness, and respect for confidentiality
• Ability to work quickly and accurately in a deadline-driven environment with frequent interruptions
• Ability and willingness to work overtime during high needs times of the year as directed
• Familiarity with the Illinois Open Meetings Act, Freedom of Information Act, and applicable education laws (preferred)

• Board of Education Support
• Serves as Recording Secretary for the Board of Education, as delegated.
• Coordinates all Board of Education meetings, including regular, special, committee, and closed session meetings.
• Prepares Board meeting agendas in collaboration with the Superintendent and other designated officials.
• Compiles, proofreads, and distributes Board agenda materials within established timelines.
• Attends Board meetings, records official proceedings, prepares accurate meeting minutes, and maintains official Board records.
• Maintains the Board of Education Policy Manual in accordance with established District procedures.
• Coordinates Board member onboarding, orientation, training, and required governance documentation.
• Prepares and processes Board resolutions, legal notices, oaths of office, election documents, and official certifications.
• Complies with the Illinois Open Meetings Act (OMA), Freedom of Information Act (FOIA), Local Records Act, and Board policies.
• Serves as liaison between the Board of Education, Superintendent, and district administrators, and community members.

• Deputy Superintendent Support
• Serves as an initial point of contact and responds to various requests and inquiries from District employees and outside entities.
• Screens calls, visitors, and requests while exercising independent judgment regarding priorities and appropriate responses.
• Provides confidential executive administrative support to the Deputy Superintendent.
• Manages calendars, appointments, meetings, and travel arrangements.
• Coordinates meetings and prepares agendas, reports, presentations, and meeting materials.
• Coordinates District events, recognition programs, community meetings, and other gatherings.
• Gathers, organizes, analyzes, and inputs large quantities of data (including confidential data) with speed and accuracy for a variety of regulatory, legal, and other purposes.
• Completes a high volume of computer-based work using specialized software and databases, sometimes with short timelines or to meet established deadlines.
• Prepares, edits, and formats high quality draft and finalized letters, memos, and other materials, ensuring completeness, accuracy, and compliance with laws, policies, and procedures.
• Engages in problem solving by analyzing situations and communicating effective solutions both verbally and in writing.
• Assists with budget management and purchasing, in compliance with established District procedures.

• Other Responsibilities
• Works cooperatively with co-workers and other District employees.
• Demonstrates considerable judgment and tact when handling the diverse issues that arise.
• Maintains a regular, organized filing system, including locked, confidential files.
• Maintains high standards of professionalism and confidentiality and actively models these for others.
• Works well under pressure with tight deadlines and frequent interruptions.
• Follows complex oral and written instructions.
• Performs other related duties as assigned.