Duties
PRIMARY FUNCTION
Under the general direction of the Superintendent, the Executive Assistant to the Superintendent and Board
Secretary provides high-level executive administrative support, coordinates district-wide administrative operations, and fulfills all official duties as Secretary to the School Board. This position serves as the primary liaison between the Superintendent, Board of Education, staff, parents, and external agencies while maintaining strict confidentiality and managing complex regulatory, reporting, and organizational functions.
Qualifications
Education: Bachelor’s degree in Business Administration, Educational Administration, Public Administration, Communications, or a related field preferred.
Experience: 3–5 years of executive-level administrative support experience, preferably within a public school district, municipal office, or educational agency.
Certifications & Compliance:
? Ability to obtain and maintain Freedom of Information Act (FOIA) Officer certification annually.
? Knowledge of Illinois State Board of Education (ISBE) reporting procedures, Regional Office of Education
(ROE) compliance, and Illinois Association of School Boards (IASB) policy submission processes.
? Understanding of employment background verification processes, including Sex Offender and Child
Murderer database checks.
Technical Skills: Proficiency in student information systems (Synergy), Microsoft Office Suite, Google
Workspace, mass communication platforms, and district calendar management systems.
Core Competencies:
? Strong written and verbal communication skills with a commitment to positive public, staff, and student
relations.
? High level of discretion, professionalism, and integrity in handling confidential personnel files and student
records.
Executive & Administrative Support
? Provide comprehensive executive support to the Superintendent and administrative team, including
calendar management, correspondence, task execution, and phone inquiries.
? Oversee district, building, field trip, and master school calendars in coordination with administration and
staff.
? Manage internal and external communications across phone, email, daily announcements, newsletters, and
mass communication applications for staff, families, and students.
? Format, review, and amend annual handbooks (Parent, GLOBAL, Athletic, and KidZ Klub handbooks) and
distribute the annual Parent Calendar.
? Perform other executive administrative duties as assigned by the Superintendent.
Board Secretary Duties
? Attend all Board of Education meetings and fulfill all official duties of the Board Secretary, including
taking minutes and handling post-meeting follow-ups (drafting letters and archiving records in personnel
files).
? Submit approved and adopted policies directly to the Illinois Association of School Boards (IASB).
? Register Board members for annual conferences and coordinate all associated travel and accommodation
logistics.
? Compliance, Reporting & Personnel Operations
? Serve as the designated District FOIA Officer, maintaining annual recertification and processing all FOIA
requests and responses.
? Process Sex Offender and Child Murderer background checks and maintain compliance logs.
? Work with the Business Manager to establish, update, and maintain district personnel files and employee
databases.
? Prepare and distribute annual employment notices, including SB7 letters, "Right to Know" notices,
emergency dismissal plans, and employee sign-off forms.
? Collect and submit required state, ROE, and district reports, including annual Seniority Reports, employee
lists, drop lists, open positions, and retirement listings.
? Manage the annual compliance audit by coordinating with staff, entering data into the state e-tool, and
preparing files for audit review.
? Collaborate with the IT Director to manage the processing, printing, and distribution of progress reports
and report cards.
Salary/Benefits
TERMS OF EMPLOYMENT: 12-month position (260 workdays: July 1 – June 30). Salary and benefits
established by the Board of Education (Board currently covers 80% of the premium for all full time employees).
Salary Range- Based on experience and educational level ($35,000-$52,000).
EVALUATION:
Performance of this job will be evaluated in accordance with provisions of the Board's policy on
the evaluation of support administrative personnel.
Additional Notes
Requirements:
1. Application filled out (link is below).
2. Letter of interest.
3. 3-5 Letters of recommendations.