Position Title: Administrative Assistant-Global Studies Division (12 month position)
Department: Applied Technology, Business Education, and Family and Consumer Sciences
Reports To: Global Studies Division Chairperson, LTHS Administration (Summer)
Summary:
- Serves as Administrative Assistant to the Division Chairperson and staff, and troubleshoots for Departments, carrying out details independently. This is a very diversified department (refer to Registration Guide). Employee must exercise considerable initiative, independent judgment, and discretion in the performance of their duties. Employee has considerable contact with vendors, teachers, administrators, students and outside business communities.
A. Essential Duties and Responsibilities:
- Makes/receives/screens telephone calls, takes messages, routes call for Departments.
- Maintains filing system for departments and distributes/organizes incoming mail and paperwork.
- Processes purchase orders for all departments and Division Chair. Maintains records of all purchase orders and running balance of all accounts and supplies.
- Coordinates grocery deliveries to proper campus. Processes all receipts and invoices.
- Assists in the preparation of the annual budget.
- Coordinates meetings for Division Chair, types minutes.
- Assists with Student of the Month assignment calendar.
- Assists teachers and students in the preparation of special events (Shark Tank, Incubator, Marketing pitches, mock trials, etc.)
- Types and assembles special manuals for courses (including Future Freshman Night and other handouts)
- Attendance for Teaching Internship class.
- Prepares textbook changes and collects textbooks to submit to the Board of Education.
- Keeps tracks of equipment; contacts maintenance or vendors for repairs.
- General administrative duties such as typing, data entry, filing, photocopying, telephone, e-mail, etc.
- Prepare mailings to schools, parents, and students.
- Maintains and organizes files, room utilization, and appraisal completion.
- Responds to and initiates phone calls as required.
- Functions as the Summer Programs administrative assistant, and as directed by the Summer Program Director(s).
- Assists with the preparation of the Summer Programs Report for the Board of Education as needed.
- Review changes to Academic Program Guide and Course Placement Sheets
- Performs other duties as may be assigned, including duties during summer months.
B. Supervisory Responsibilities:
C. Qualification Requirements:
- To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
D. Education and/or Experience:
- Thorough experience in responsible and varied clerical, secretarial, and accounting work including experience in providing executive level assistance. Graduation from high school supplemented by college-level courses; or any equivalent combination of experience which provides the knowledge, abilities and skills needed to perform the duties essential to the job. Technical background should include proficiency in Microsoft Word, Excel, Access and PowerPoint as well as Outlook, E-Mail and the Internet. Experience with publication software would be an asset.
E. Language Skills:
- Ability to read and interpret documents; ability to write routine reports & correspondence, and speak effectively before vendors, administrators and staff and the general public.
F. Mathematical Skills:
- Ability to calculate figures and amounts such as discounts, interest, proportions, and percentages.
G. Reasoning Ability:
- Ability to apply common sense understanding to carry out instructions furnished in written or oral form. Ability to solve quickly and independently, both complex and practical problems and deal with a variety of unrelated, frequently simultaneously occurring problems where little or no standardization exists. Must have excellent reasoning skills, be a good detective, and a troubleshooter.
H. Other Skills and Abilities:
- Proficient in Microsoft Office products and Mainframe experience. Thorough knowledge of business English and possession of a good vocabulary. A high level of public relations ability. Ability to perform duties with awareness of all District requirements and Board of Education policies. Should be physically active and mentally able to switch modes of work frequently, as work warrants.
I. Physical Demands:
- The physical demands described here are representative of those that must be met by an employee to successful perform their essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties off this job, the employee is regularly required to sit and talk or hear, walk, and frequently climb stairs many times a day. Employee will reach with hands and arms and continuously will repeat the same hand, arm or finger motion many times as in typing. The employee must occasionally lift and/or move up to 30 pounds, such as textbooks or supplies. Specific vision abilities required by this job include close vision.
J. Work Environment:
- The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The noise level in the work environment is noisy. During the months of Aug., Sept., Oct., Jan., and Feb., the work environment is intense. Position frequently demands meeting deadlines with severe time constraints.
The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.
Revised: June, 2024
Job Type: Full-time
Pay: $19.00 - $21.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Tuition reimbursement
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
People with a criminal record are encouraged to apply
Experience:
- Customer service: 1 year (Preferred)
Ability to Commute:
- La Grange, IL 60525 (Required)
Ability to Relocate:
- La Grange, IL 60525: Relocate before starting work (Required)
Work Location: In person