Job Description

Description: The Executive Administrative Assistant/Office Manager is responsible for overseeing the daily operations of the office. In addition, the Executive Administrative Assistant/Office Manager supports the work of the Executive Director as needed and serves as the Governing Board secretary. 

Supervisor: Executive Director

Work Schedule: 260 days

FLSA status: Non-exempt

Retirement : IMRF

Essential Duties: Must be able to work on-call for unplanned or emergency situations.

Office Management: 

• Create and maintain user accounts including google accounts, phone assignments, staff logins, zoom accounts, etc.
• Manage licenses for a variety of software and subscriptions
• Asset management for computer devices including ordering, tracking, and configuring devices and serve as the administrator for the NCISC Google account
• Assist with Learning Stream, Authorize.net, and the Square system which are used by NCISC staff for registration and payment
• Troubleshoot and act as the primary point of contact for copier/scanner, postal machine, and other equipment and resources located in the workroom including ordering and maintenance as necessary
• Provide technical support for staff at NCISC an NCYAA
• Create and maintain emails for all staff/groups updated in admin.google.com
• Maintain FOB system for entrance into Suite 200 (NCISC and NCYAA)

Business Office Support:

• Maintain inventory of assets and coordinate repair as necessary
• Coordinate with the Business Manager to support device refresh/updates 
• Assist the Business Manager with outsourced IT provider and Phone system provider as needed
• Assist with P-Card ordering and compliance

Administrative Support: 

• Governing Board of Directors 
  • Acts as Board Secretary
  • Assist in preparing the Governing Board agenda and packet
  • Takes meeting minutes
  • Posts agendas 
  • Set up the room including the physical space, technology, food, and/or supplies
• Maintain and organize files (paper and electronic)
• Assist the Board President with the distribution and collection of the Executive Director’s evaluation information if requested
• Provide administrative support including but not limited to:
  • Facility issues
  • Planning events
  • Ordering supplies and food
  • Managing calendar and coordinating travel and conference registrations
  • Preparing documents
  • Expense reports and invoice processing
  • Clerical duties such as answering phones, filing, preparing expense reports, etc.
• Update phone directory and distribute to all staff
• Correspondence for TI 1 Day applications/approval and other documents and information sent from or to our districts
• Fulfill other responsibilities as assigned

Minimum Qualifications:

• Bachelor’s degree preferred
• Minimum 3 years office experience required 
• Proficiency in Microsoft Office Suite and Google apps including ability to type a minimum of 50 wpm
• Strong organizational and multitasking abilities
• Experience with providing basic technical support and familiarity with IT issues and topics
• Excellent written and verbal communication skills
• Ability to work independently and as part of a team
• Attention to detail and problem-solving skills
• Friendly and patient demeanor including conflict resolution skills

Physical Demands: In performing the duties of an Office Manager, the following physical demands are typical:

• Sedentary Work: The role primarily involves sitting at a desk or workstation for extended periods while using a computer, telephone, and other office equipment
• Mobility: Occasional walking and standing may be required for tasks such as filing documents, attending meetings, or moving between office areas. Ability to set up technology equipment, which may include attaching cords under desks, and working with technology equipment
• Lifting: Ability to lift and carry up to 10 pounds of office supplies or materials, such as boxes of paper or equipment 
• Reaching and Grasping: Regular use of hands and arms to handle office supplies, operate a keyboard, and perform various administrative tasks and tech support related tasks such as putting together monitors and other office equipment
• Visual Acuity: Requires close vision to review documents, prepare reports, and use computer screens
• Communication: Frequent use of verbal communication skills to interact with colleagues, clients, and vendors, as well as the ability to hear and understand conversations in a busy office environment
• Work environment: Work is completed in an indoor office environment

Accommodation Statement: North Cook ISC is committed to providing reasonable accommodations to enable individuals with disabilities to perform the essential functions of the job. If you need an accommodation due to a disability, please contact the Director of Human Resources to discuss your needs.

Equal Employment Opportunity (EEO) Statement: NCISC is an Equal Employment Opportunity Employer. We are committed to providing a diverse and inclusive workplace where all employees and applicants are treated with respect and fairness. We do not discriminate on the basis of race, color, religion, gender, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other characteristic protected by federal, state, or local laws.

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