School District U-46

Position Type:

Support Staff (Non-Union)/Administrative Assistant (Cabinet Level)

Date Posted:

6/16/2025

Location:

Equity and Inclusion

Date Available:

07/01/2025

Closing Date:

Until Filled

Position / Title: Administrative Assistant to Assistant Superintendent of Equity & Innovation

Bargaining Unit: NON-UNION

Department/Location: Equity & Innovation

Work Days: 260

Reports To: Assistant Superintendent of Equity & Innovation

JD Revision Date: 10/2/2024

Supervises: N/A

Function / Position Summary

Provide direct support to the Assistant Superintendent of Equity and Innovation. Also, the Administrative Assistant will assist with projects to improve diverse and equitable instructional and programmatic opportunities that meet students’ academic and social emotional needs and interests of the School District U-46 community. Assist with the coordination efforts of School District U-46 Board of Education, principals, parents and families to ensure each School District U-46 student has the opportunity and access to the best instructional model that allows high achievement to ensure college and career readiness.

Job Duties / Responsibilities

• Research, compile, analyze, and report resource information for the Assistant Superintendent as assigned.
• Assist in the preparation of staff evaluations, completion of compliance reports and documentation (as assigned).
• Support all Equity and Innovation Departments as needed: Diversity, Equity and Inclusion, Multilingual Multicultural Education, Post Secondary Success, and Specialized Student Services.
• Assist the Assistant Superintendent with maintaining and monitoring financial expenditures for all department budgets.
• Work closely with the Equity and Innovation directors, assistant directors, and coordinators in completing requests and required district and state document/reports that need support of the assistant superintendent (as needed)
• Create forms and update websites as needed to ensure proper documentation of department work.
• Provide timely processing of expenditures/purchase requisitions as needed by schools and/or departments.
• Assist with the preparation and filing of program and department budgets and other required reports.
• Respond to specific and general questions and requests received in person, via phone or email within the Equity and Innovation department in a timely manner.
• Prepare documents for final execution and transmission as assigned.
• Prepare and process board meeting materials in accordance with BOE meeting practices and timelines.
• Develop and maintain various spreadsheets, databases, and resource files as assigned.
• Develop, organize, maintain, and secure office hardcopy and electronic files.
• Process Assistant Superintendent district credit card for final approval and payment and assist others with processing requests that require the use of the P-card.
• Process requisitions and route invoices for payment processing in a timely manner.
• Maintain Assistant Superintendent’s calendar (meetings, committees, and special projects) and submit information for the district calendar and meeting postings.
• Provide the necessary support for special large-scale projects (related financial data, instructional data, and scenarios) spanning across numerous areas of the organization.
• Arrange logistical details of Equity and Innovation and district-wide meetings, including room reservations and set-up, ordering materials/resources, making copies, sending meeting notices and reminders, recording/transcribing minutes, and ordering food/refreshments.
• Coordinate and manage the details of Equity and Innovation hiring, including but not limited to, scheduling interviews, preparing interview electronic folders, and the logistics of the interview process.
• Screens and routes phone calls, including troubleshooting by answering routine and specific district and department questions.
• Performs tasks including, filing, duplicating, mail routing and processing, composing general correspondence, transmittal letters, processing mileage, emails and memos, screening and routing phone calls, troubleshooting, answering routine and specific district and department questions, and making travel arrangements for the Assistant Superintendent.
• All other duties as assigned.

Education

• Minimum Associates Degree required.
• Bachelor’s Degree preferred. Preference given to applicants with 3+ year’s budget analysis or compliance experience within a public sector setting.
• The knowledge, skills, and abilities listed above are typically acquired through the levels of education and experience listed. However, any equivalent combination of education and/or experience, which provide an applicant with the listed knowledge, skills and abilities to perform the essential duties and responsibilities of the position, may be acceptable.
• Experience / KnowledgeEffective budget and fiscal analysis knowledge including, understanding of public sector revenue sources, cycles, and expenditure reporting protocol.
• Ability to create financial scenarios and run projections and trending analysis.
• Excellent command of advanced Microsoft Excel and Google techniques and presentation capabilities.
• Knowledge of and experience with financial management software including Microsoft Business Solutions or equivalent and Oracle/Peoplesoft financial applications.
• Command of project and task management including the ability to develop, implement, and assess the results of projects or initiatives.
• Knowledge of compliance monitoring techniques, including experience with process management framework development.
• Understanding of payroll, compensation, and benefits processes is a plus
• Proven group facilitation skills preferred
• Excellent communication, oral and written skills.

Physical Demands

• Ability to work in a very fast paced and stressful environment
• Ability to work on a computer over a major portion of the work day
• Ability to leave the main work site and travel to various sites multiple times

Terms of Employment

• This is a 12-month position. Salary and benefits as established by the Board of Education
• The salary range for this position is $54,752.00 - $82,139.00. It is our typical practice to hire in between the minimum and midpoint ($68,457.00).

Attachment(s):

• Benefits Sheet

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