Support Staff: Bilingual Administrative Assistant for Special Education(12 months)

North Chicago Community Unit School District #187

Human Resources Department

POSITION DESCRIPTION

POSITION TITLE: Administrative Assistant

LOCATION: District Office Department of Special Education

REPORTS TO: Special Education Office Manager and Director of Special Education

PRIMARY FUNCTION: Under the direction of the Director of Special Education; assists in the flow of administrative actions and communications to and from both district, charter, and outplacement locations (public and private); understands and works effectively with people from different cultures.

QUALIFICATIONS:

Certification: N/A

Education:

1. Required High School diploma
2. Preferred Associate's Degree

Experience:

1. Required Two years experience in responsible and varied administrative assistant work or any equivalent combination of education and experience which provides the necessary knowledge, skills and abilities to be successful in the position.
2. Required - Experience with Google Suite
3. Preferred Google Level I Certification.

Language Skills:

1. Required Bilingual Spanish: Able to communicate effectively to interpret and translate accurately from English to Spanish

PERFORMANCE RESPONSIBILITIES:

1. Accurately record and verify student's e records (cum folders, IEP folders, et.
2. Organize, collate, and disperse mailing to parents.
3. Monitor and document student and parent visits/meetings to the Department Offices. Have them sign in, relay their presence to appropriate staff member, make sure they properly sign out, etc.
4. Draft and type student attendance and behavior documents including but not limited to academic supports, attendance, and expulsion paperwork for processing.
5. Perform the usual office routines and practices associated with a busy, productive, and efficiently operating office.
6. Type a variety of office related materials.
7. Compose memos and short letters.
8. Develop and maintain the necessary rapport to be able to work effectively with staff and students.
9. Organize and maintain all records and materials so that they may be easily and quickly located when required. Implement discrepancy practices to identify errors for correction
10. Complete registration process for Outplaced students
11. Ensure student compliance with enrollment process per district policy. .
12. Participate in related training when offered by the District.
13. Such other office tasks that the District/Building Administrator may find appropriate and acceptable for an administrative support person in that department: Other clerical duties, which include answering phones. including printing, typing and copying documents, file management.
14. Maintain attendance data and documentation accurately for Illinois State Board Of Education reporting.
15. Managing campus and District events on the calendar.
16. Assistance with Truancy officer and Data Analyst responsibilities in attendance and behavior documentation.
17. Assist District Health Coordinator with administrative duties, like records management, scheduling activities and/or IEP/504 meetings
18. Other duties as assigned.

ESSENTIAL PERFORMANCE RESPONSIBILITIES:

Performs usual office routines. Maintains such student records as shall be required. Type materials such as letters, student records, reports, memos, monthly statements, etc., from rough drafts or corrected copies. Verifies totals on report forms, requisitions, and proofreads work.

Receives and routes all incoming calls and mail. Maintains daily student attendance. Assists the office manager given task assigned; complete inventory task, and manages materials and supplies.

OTHER PERFORMANCE RESPONSIBILITIES:

1. Assist in other areas as needed.
2. Complete other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Technical

• Advanced proficiency in Google Workspace (Docs, Sheets, Slides, Drive) and standard office productivity software.
• Proficient in navigating Specialized Education / IEP management software, including student information systems, compliance processes, and data entry procedures.
• Ability to accurately compile, organize, and manage data and administrative research to support the development and assessment of district learning strategies.

Interpersonal & Administrative

• Proven ability to handle highly sensitive student, staff, and district information professionally, exercising sound judgment and strict adherence to FERPA/privacy regulations.
• Exceptional oral and written communication skills with strong interpersonal capabilities to interface effectively with families, staff, and community members.
• Superior organizational, multitasking, and time-management skills with sharp attention to detail.
• Demonstrated dependability, strong work ethic, and high integrity in all professional interactions.
• Highly self-motivated with the ability to take initiative, work independently, meet strict deadlines, follow complex workflows, and adapt quickly to shifting demands and priorities.

DISTRICT CORE COMPETENCIES:

1. Achievement focus
2. Cultural competence
3. Classroom environment leadership
4. Collaborative communicator/team player
5. Reflective learner
6. Innovative

PHYSICAL DEMANDS

• Manual Dexterity: Requires fine motor skills and hand-eye coordination necessary to operate standard office equipment, including computers, keyboards, copiers, and telephone systems.
• Physical Effort: Occasional handling of average-weight materials or office equipment (e.g., mail, files, supplies) up to 25 lbs., but not for sustained periods.
• Working Conditions: Standard office environment. Functions require typical physical demands such as occasional lifting, carrying, pushing, and/or pulling. The role is primarily sedentary, generally requiring 80% sitting, 10% walking, and 10% standing. Work is performed in a clean, climate-controlled, and healthy environment.

TERMS OF EMPLOYMENT: 12-months

SALARY RANGE: $16.62 - $22.45 per hour; Single Health and Dental insurance no more than $25 per pay period or free; paid time off (12 sick, 2 personal, and 10 vacation days); Tuition reimbursement up to $1250 per year.

EVALUATION: Conducted yearly

This description has been prepared to assist in properly evaluating various classes of responsibilities, skills, working conditions, etc. It is intended to indicate the kinds of tasks and characteristic levels of work difficulty that will be required of positions that will be given this title. It is not intended as a complete list of specific duties and responsibilities. Nor is it intended to limit, or in any way modify the right of any supervisor to assign, direct and control the work of employees under supervision. Scheduling flexibility is required to accommodate changing school/district needs. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.

The North Chicago Community Unit School District #187 is an Equal Opportunity Employer with established policies prohibiting discrimination based on race, color, creed, religion, national origin, sex, sexual orientation, age, ancestry, marital status, arrest record, military status, order of protection status, unfavorable military discharge, citizenship status provided the individual is authorized to work in the United States, use of lawful products while not at work, being a victim of domestic or sexual violence, genetic information, physical or mental handicap or disability, if otherwise able to perform the essential functions of the job with reasonable accommodation, credit history, unless a satisfactory credit history is an established bona fide occupational requirement of a particular position or other legally protected categories. The Superintendent of Schools/designee ...) addresses questions regarding student discrimination, and the Director of Human Resources ...) answers questions concerning staff discrimination.

• 2026-2027 Benefits Union Employees for Job Descriptions .pdf
• Administrative Assistant - SPE - Job Description (1).pdf