Confidential Executive Assistant, Business Office
 Niles Township High School District 219 | |
 United States, Illinois, Skokie | |
| 7700 Gross Point Road (Show on map) | |
 Dec 20, 2024 | |
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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 Secretarial/Clerical/Executive Assistant 12/20/2024 DISTRICT BUSINESS OFFICE January 2025 01/17/2025 Attachment(s):
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