(1.0 FTE) Executive Assistant for Student Services

North Shore School District 112 - Highland Park, IL3.7

30+ days ago
Position Type:
Secretarial/Clerical/Secretary - 12-Months

Date Posted:

District Office

Date Available:

Closing Date:
until filled

Our Mission:
The mission of North Shore School District 112, a community partnership committed to a world-class education, is to nurture every child to become an inspired learner, a well-rounded individual and contributing member of a global community by striving for excellence within an environment that fosters innovation, respect, engagement and intellectual inquiry.

Under general direction, performs highly responsible, confidential, and complex secretarial assignments for the Assistant Superintendent of Student Services; relieves the Assistant Superintendent of Student Services of administrative and technical detail.

Essential Functions:
Preparation and submission of state and federal reports
Personnel Reimbursement
Special Education Pupil Reimbursement
Private Facility Reimbursement
Excess Cost Reimbursement
Orphanage Reimbursement
Summer School
IDEA Flow-through Part B & Preschool Grants
IDEA Grant Expenditure Reports (submitted quarterly)
Room and Board Reimbursement
Military Impact Aid for Students with Severe Disabilities
Special Education pupil and personnel data entry and transmission for state reporting
Develop annual contracts for state approved therapeutic facilities (day and residential)
Maintain student attendance for students enrolled in therapeutic facilities (day and residential)
Prepare the annual Timely Meaningful Consultation (TMC) paperwork and submit a copy to the Illinois State Board of Education following the meeting
Manage student specific Assistive Technology inventory including purchasing, repairs, and warranties
Facilitate student record management
Manage 8th grade file transfer to high school
Respond to requests for records for former students
Manage student record archives utilizing a software system
Assist the Assistant Superintendent in budget management
Update the Student Services budget planning document annually
Project student tuition and revenue for the next fiscal year
Prepare and submit purchase orders using Skyward software program
Reconcile bills and track purchases
Complete professional development workshop and conference registrations for special education staff which may include travel arrangements
Add new Tier 3 Curriculum, Psychology and Speech testing materials, and student specific Assistive Technology to inventory utilizing district inventory software
Maintain and manage a list of bilingual private providers

Primary point of contact for phone calls into the special education department
Manage the Assistant Superintendent’s calendar with respect to establishing meetings, interviews, etc.
Manage correspondence into and out of the Assistant Superintendent’s office
Annual maintenance activities associated with the Standardized School Crisis Plan
Enter personnel requisitions in the general ASP as requested
Update school policies in the Assistant Superintendent’s Board Policy Manual
Support the Assistant Superintendent with the completion of tasks in the student services office
Other duties as assigned by the Assistant Superintendent

Demonstrated ability to maintain confidentiality at all levels
Well-developed capacity to work independently and constructively with a wide variety of staff members
Exceptional organizational and time management skills
Excellent communication and interpersonal skills
Proactive, ideas person who takes the initiative in meeting his/her responsibilities
Exceptional executive assistant skills
Computer proficiency (databases, email, Microsoft Office, Google functions, excel spreadsheets, website, Internet, etc.)
Advanced keyboarding skills
Excellent telephone and clerical skills
Skilled writer
Administrative assistant experience required
College degree desirable

Physical Demands:
While performing the duties of this job, the employee is regularly required to sit, stand, talk and hear.
The employee is frequently required to stand; walk, operate office and computer equipment; reach with hands and arms and will repeat actions with the same hand, arm or finger motion.
Specific vision abilities required by this job include close vision, and the ability to adjust focus. In addition, the ability to withstand long-term use of computer monitors is required.
The employee may occasionally lift up to 20 pounds independently.
The position requires meeting deadlines with unyielding deadlines, interacting with the public and staff.
Frequent typing is required.
The employee must be required must be able to read, understand, and provide direction.
The employee must be able to respond to emergencies.

Work Environment:
The noise level in the work environment is usually moderate. However, on occasion, the noise level will be high.
The employee shall frequently use personal computing skills with web browsers, databases, software, spreadsheets, and word processing.
Work is usually conducted indoors.

Working Conditions:
Salary plus excellent benefits including individual health and dental insurance paid for the the Board of Education, IMRF Retirement Pension, paid sick, personal, bereavement leave and other benefits.

Application Procedure:
Apply online by completing the online application and uploading support materials.

Selection Procedure:
The Assistant Superintendent for Student Services will review on line applications and supporting materials and will call individuals in for interviews. Once initial interviews are completed, candidates meet with the Deputy Superintendent who may recommend the individual for hire by the Board of Education.

The North Shore School District is an Equal Opportunity Employer