Executive Office Personnel (#29482)

VACANCY: The Valley View Public School District is seeking an individual to fill a full-time Executive Office Personnel position in the Finance Department. 
 
JOB SUMMARY: The Executive Secretary is responsible for providing high-level administrative support to the Director of Finance/Treasurer by completing accounting tasks, preparing statistical reports, handling information requests, and clerical functions such as preparing correspondence, receiving visitors, participating in emergency drills and scheduling meetings. May also train and supervise lower level clerical staff.
 
ESSENTIAL FUNCTIONS:

• Perform general clerical duties such as answering phones, scheduling meetings, preparing correspondence; filing, completing data entry, attending meetings, and filing.
• Prepare Interim Obligation Report and cover letters for the first Board Meeting of the month.
• Process Teachers' Retirement/Teachers' Health Insurance payments due the 10th and 25th of each month.
• Process interim payments on a weekly basis. (i.e. utilities, payroll liabilities and payments that are due prior to the Board Meeting).
• Process Child Support payments for every payroll.
• Process payments for Federal and State taxes every payroll.
• Process garnishment payments for every payroll.
• Prepare checks for the athletic travel advance requests and prepare deposit of left over money for bookkeeper.
• Review the accounts payable edits before the payments are processed for approval at the first Board Meeting of the month.
• Prepare checks for Administrators' Semi-annual Travel Allowance. This is done in May for the June Board Meeting and in November for the December Board Meeting.
• Check P-card expense records/statements for employees for accuracy. Record and notify employee of any issues and note corrected action taken. Enter all P-card expense charges by budget account number on the finance information system for payment by the end of the month.
• Order office supplies.
• Coordinate Administration Center monthly shredding.
• Serve as back-up to the Administration Center Receptionist during the lunch hour.
• Assist with interpreting parent phone calls, meetings and/or translating written communication, if applicable.
• Serve as a role model for all students and perform their duties to create an environment that is conducive to providing students an enhanced and engaged learning opportunity.
• Perform other job related duties as assigned.

QUALIFICATIONS/SKILLS:
 EDUCATION:

• Minimum of high school diploma or G.E.D. equivalent
• 2 years of college or comparable business school, preferred

 
EXPERIENCE:

• At least 3 years or more of secretarial experience, preferred

 
OTHER SKILLS AND ABILITIES

• Must demonstrate a high level of confidentiality.
• Must have knowledge of accounting and bookkeeping principles.
• Knowledge and experience with office equipment to include but not limited to copiers, fax machines, printers, computers, phone systems.
• Must possess excellent organizational skills.
• Effective communication skills with a high level of sensitivity and tact in person and on the phone.
• Must possess excellent typing, spelling, and grammar skills including all Microsoft Office products.
• Must be highly organized and be able to work with little or no supervision.
• Ability to plan, prioritize, and coordinate multiple projects and to work under pressure to meet deadlines. Must be able to handle stressful situations with professionalism.
• Ability to work collaboratively with administration, staff, and stakeholders.

PAY SCALE AND BENEFIT DISCLOSURE: The work year for this position is 228 days. Salary is in accordance with the Office Personnel Salary Schedule.
 
Benefits:

• Medical/Vision and Dental coverage through BCBSIL
• FSA and Dependent Daycare accounts
• Life, AD&D, and Long-Term Disability insurance
• Tuition Reimbursement
• Salary Advancement
• IMRF contribution included in base salary
• 403B

WORKING ENVIRONMENT AND PHYSICAL ACTIVITY:
Work is performed in an environment where unusual temperature and hazards are relatively non-existent; the noise level may be moderate to loud. Employee will experience constant interruptions and need to meet time-sensitive deadlines. Work regularly requires the employee to stand, walk, sit, talk, hear and occasionally climb stairs. The employee is frequently required to reach with hands and arms, stoop, bend, and kneel. The employee must occasionally pull, push, lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

APPLICATION PROCEDURE: Applicants should apply online at www.vvsd.org and upload a letter of application with a resume and three (3) letters of recommendation, dated within the last twelve
(12) months.
 
SELECTION PROCEDURE: The deadline for receiving applications Open Until Filled. Interviews with selected applicants will be held as soon as practicable.

EQUAL OPPORTUNITY EMPLOYER