Description: The Executive Administrative Assistant/Office Manager is responsible for overseeing the daily operations of the office. In addition, the Executive Administrative Assistant/Office Manager supports the work of the Executive Director as needed and serves as the Governing Board secretary.
Supervisor: Executive Director
Work Schedule: 260 days (12 months)
FLSA status: Non-exempt
Retirement: IMRF
Essential Duties: Must be able to work on-call for unplanned or emergency situations.
Office Management
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Create and maintain user accounts including google accounts, phone assignments, staff logins, zoom accounts, all staff/email groups updated in admin.google.com
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Asset management for computer devices including ordering, tracking, and configuring devices and serve as the administrator for the NCISC Google account
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Manage licenses for a variety of software and subscriptions
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Assist with Learning Stream, Authorize.net, and the Square system which are used by NCISC staff for registration and payment
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Troubleshoot and act as the primary point of contact for copier/scanner, postal machine, and other equipment and resources located in the workroom including ordering and maintenance as necessary
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Provide technical support for staff at NCISC an NCYAA
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Maintain FOB system for entrance into NCISC and NCYAA
Business Office Support
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Maintain inventory of assets and coordinate repair as necessary
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Coordinate with the CSBO to support device refresh/updates
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Assist the CSBO with outsourced IT provider and Phone system provider as needed
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Assist with P-Card ordering and compliance
Administrative Support
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NCISC Governing Board
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Acts as Recording Board Secretary
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Assist in preparing the Governing Board agenda and packet
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Takes meeting minutes
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Posts agendas
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Set up the room including the physical space, technology, food, and/or supplies
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Maintain and organize files (paper and electronic)
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Provide administrative support including but not limited to:
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Facility issues
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Planning events
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Ordering supplies and food
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Preparing documents
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Expense reports and invoice processing
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Clerical duties such as answering phones, filing, preparing expense reports, etc.
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Update phone directory and distribute to all staff
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Fulfill other responsibilities as assigned
Minimum Qualifications:
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Bachelor’s degree preferred
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Minimum 3 years office experience required
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Proficiency in Microsoft Office Suite and Google apps including ability to type a minimum of 50 wpm
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Strong organizational and multitasking abilities
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Experience with providing basic technical support and familiarity with IT issues and topics
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Excellent written and verbal communication skills
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Ability to work independently and as part of a team
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Attention to detail and problem-solving skills
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Friendly and patient demeanor including conflict resolution skills
Please see attached job description
Full-time (12 month) employees of the North Cook Intermediate Service Center are eligible for the following benefits:
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Blue Cross Blue Shield medical insurance (PPO, High Deductible, or HMO) at no cost for the covered employee. Dependent coverage is available at a cost share
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Metlife dental insurance at no cost for the covered employee (dependent coverage is available at a cost share)
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Participation in the Illinois Municipal Retirement Fund (IMRF) pension system
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Life insurance at 1x annual salary + $50,000 AD&D insurance
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12 vacation days per year (increased with each year of employment until 20 days per year is reached)
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12 paid sick days per year
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2 personal days per year
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At least 12 paid holidays per year
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Access to the Employee Assistance Program (EAP)
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403b/457b retirement savings plans available
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Some positions are eligible for tuition reimbursement
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IMRF enrollment required
