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POSITION:  District Office Administrative Assistant

PURPOSE: To provide support to District Office personnel and the Board of Education in order to maximize the efficiency and effectiveness of the Momence School District and promote a positive climate for the entire school community.


REPORTS TO: This position reports to the Superintendent of Schools


LOCATION: This position is located in the District Office Building.




  1. Maintain confidentiality at all times; handle sensitive and confidential documents, communications, incidents, etc., with discretion and in a conscientious manner;
  2. Assist the Superintendent by coordinating the accurate and efficient dissemination of all necessary information to and from the staff, parents, and school community;
  3. Arrange and coordinate repair and maintenance of district office equipment as needed;
  4. Receive and welcome visitors, incoming calls, and messages in a professional manner;
  5. Manage office/district internal and external mail;
  6. Order and maintain office supplies as needed;
  7. Communicate information proactively and share information with appropriate people in a timely manner;
  8. Prepare correspondence, presentations, and other materials for the Superintendent and Board of Education;
  9. Collaborate with district wide staff to prepare local, regional, and state reports as required;
  10. Maintain files and records for the Office of the Superintendent;
  11. Maintain district calendar, scheduling and coordinating appointments as needed;
  12. Respond to questions, concerns, requests from other building office staff, and coordinate work as needed;
  13. Attend meetings and trainings as necessary;
  14. Serve as a contact for any civic/community relations;
  15. Assist Bookkeeping staff with various tasks;
  16. Adhere to all district policies, state/federal guidelines, and regulations related to school employees;
  17. Other duties as assigned by the Superintendent.




  1. Prepare and disseminate materials for meetings, projects, and other situations as needed by the Superintendent;
  2. Prepare and update the IASB PRESS Policy in conjunction with District office personnel;
  3. Prepare correspondence and communications on behalf of the Superintendent as directed;
  4. Maintain and update permanent district records and Board of Education policies and procedures;
  5. Serve as District Clerk filing all legal requirements as well as responding to Freedom of Information inquiries;
  6. Register and maintain historical records of mandatory training and professional development for Board Members;
  7. Maintain the webpages for the Superintendent and Board of Education;
  8. Update and maintain Board policies and Administrative Procedures Manual;
  9. Assist in preparing communications to the Board of Education regarding organization updates and activities, annual reports, newsletters, and any other related publications for the Superintendent;
  10. Organize and maintain files and storage areas of the Superintendent’s office;
  11. Schedule and coordinate travel and conference arrangements for the Superintendent and Board Members;
  12. Assist with data and information gathering as requested by the Superintendent;
  13. Other duties as assigned by the Superintendent.




  1. Attend all Board meetings;
  2. Manage and store minutes of Executive Session meetings per Illinois School Law;
  3. Record minutes during all Open Session meetings;
  4. Prepare Board Meeting minutes and Board Meeting Briefs in a timely manner;
  5. Tend to all follow-up items as determined at each Board meeting;
  6. Provide effective oral and written communication with the Board of Education, responding to requests for information, documents, etc.;
  7. Prepare and maintain Board of Education documents, files, permanent and historical records, including those related to all meetings;
  8. Monitor Board’s compliance with the Open Meetings Act, and other mandatory trainings;
  9. Other duties as assigned by the Superintendent.




  1. Previous office experience preferred;
  2. Excellent interpersonal, communication, and organizational skills;
  3. Strong computer and word processing skills with an emphasis on Microsoft Office and Google Suites;
  4. Experience with the use of office equipment;
  5. Experience with maintaining accurate databases, spreadsheets and records;
  6. Must be self-motivated with an ability to work independently;
  7. Ability to organize, prioritize, and delegate work under time constraints and to be flexible in an environment of multiple tasks and ever changing priorities;
  8. Ability to handle confidential information;
  9. Successful background check, physical, and Employment History Review.


SALARY RANGE: $16.00/hr or commensurate with experience




Additional Notes

PHYSICAL DEMANDS: This position requires the ability to lift and carry up to 25 pounds of materials.  It also requires use of computers, good vision, hearing, and speech for effective communication. 

*This job description is not an employment agreement or contract.  District management reserves the right to change this job description at any time without notice.

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