Address
Form of workPosition Type:
Secretarial/Clerical/Secretary - 12-Months
Date Posted:
3/18/2024
Location:
Haven Administration Center
Date Available:
04/22/2024Position Title:Business Office Support Specialist
Report To: Chief School Business Official & Director of Facilities and Organizational Planning
Compensation Package:
Starting Wage $40K-$50K range depending on qualifications and experience
Total Work Days 12-Month Employee = 260 Contractual Days per year
Hours 7:30AM - 3:30PM M-F or 8:00AM - 4:00PM M-F
Depending on department schedules.
Paid Holidays Per Board Policy 5:330. Currently = 15 Days
Annual Paid Time Off: Per Board Policy 5:330.
Currently starts at a rate of 10 sick days, 10 vacation days
and 3 personal days per year.
Condolence Leave 3-5 Days
Retirement System
IMRF
Benefits Medical, Dental, Vision, Life, ST/LT Disability
Position Summary
Provide administrative support for the Business Office, Transportation, Food Service and Maintenance/Custodial departments (all areas combined are typically called School Operations).
Qualifications
1. Demonstrate technological skills including, but not limited to, being proficient in Microsoft Office, Google, Gmail, online State reporting systems.
2. Working knowledge of computer and office equipment.
3. Exhibits strong interpersonal skills, ability to manage projects, and be self-motivated.
4. Ability to research school operational issues and recommended system and procedural improvements and safeguards.
5. Possess a personality that demonstrates enthusiasm and interpersonal skills necessary to favorably meet and communicate with our school community.
6.Present evidence of physical exam to determine "fit for duty", evidence of being free from communicable disease (TB), and submit to criminal background check.
7.Experience in a school operations or similar environment preferred.
Physical Demands
1. Regularly required to sit, stand, walk, talk and hear.
2. Work at a computer screen for a sustained period of time.
3. Occasionally lift and/or move up to 20 pounds. Drive your own vehicle.
Essential Duties and Responsibilities
Serve as NLSD122's Food Service Director of the District National School Lunch Program.
1. Process Applications for Free and Reduced-Price Meals
2. Insert and maintain Free/Reduced information in student database (PowerSchool) and MBA Café database
3. Prepare and report monthly Federal and State Reimbursement Claims
4. Submit Site and Sponsor Annual Application to participate in the NSLP
5. Complete Annual Verification of Free/Reduced Applications; complete and report verification Summary Report to ISBE
6. Maintain all applications, reports, permits, licenses, health department inspections, on-site reviews, and all other required documentation
7. Oversee and coordinate entire State food service audit
8. Liaison to food serviced vendor and milk vendor
9. Review and approve lunch menus from food service vendor prior to distribution; post to district website
10. Create monthly order forms and distribute to building secretaries; post to district website
11. Maintain copies of nutritional information at District office
12. Assist parents with questions/problems
13. Complete and distribute monthly lunch production schedule information for each school.
14. Ensure that all data and related information needed for future audits is complete, accurate, organized, and securely stored in a manner that makes the information
easily accessible when needed for future audits.
15. Serve as the School Nutrition Program Director in regards to ISBE requirements. (see ISBE certification and continuing education requirements). Directly responsible
for the management of the day-to-day operations of school food service for all participating schools under the jurisdiction of the school food authority.
16. Serve as the District Food Safety/Sanitation Manager in regards to ISBE requirements (see ISBE certification and continuing education requirements)
Contracts
1. Maintain all contract files and prepare for expirations/ renewals. Contracts include but are not limited to: copiers, photography, yearbook, custodial services, disposal,
construction, energy, food service, milk, etc.
Insurance - Property and Casualty
1. Monitor claims and litigations
2. Distribute insurance cards to District vehicles each renewal
Bid/RFP Procurement (District Purchasing Agent)
1. Coordinate bid/RFP timelines and contract renewals
2. Coordinate the publication of all newspaper and website postings
3. Coordinate pre-bid/ RFP meetings; attend and record minutes as needed
4. Coordinate committee meetings; attend and record minutes as needed
5. Coordinate preparation and distribution of bid specs/ RFP to vendors
6. Compile data for bid/RFP analysis
7. Implement the final ordering per the bid specifications and once approved.
8. Collect and validate insurance certificates for all vendors
9. Ensure all district vendors have appropriate and current insurance and other documentation in place (including Athletic Associations using District facilities)
10. Monitor and audit vendor compliance with approved contractual terms
11. Serve as District contact/liaison for all vendor relationships (take vendor calls each day and respond accordingly)
12. Monitor district compliance with all purchasing laws, policies and procedures.
Registration
1. Process applications for Fee Waiver; notify households of initial determination
2. Conduct preliminary investigation of Fee Waiver Appeals and report to Business Manager for final determination
3. Assist A/P clerk in collection/ posting of student fees when needed
4. Coordinate August (beginning of year) mailing
5. Responsible for all required annual communication and reporting in regards to the National School Lunch Program and fee waivers.
Publication/Legal Notice
1. Coordinate all publications/legal notices for Business and Operations.
Transportation
1. Knowledge of and assistance with: paid busing fees, boundary qualifications for free and paid busing, busing routes, IDOT hazards and field trips
2. Oversee the annual Bus Stop Change Request process
3. Update the Transportation webpage as needed each year
4. Assist the Director of Facilities and Organizational Planning with the daily oversight and administration of the District transportation operations as well setting up the new
school year transportation plan each summer.
Meetings
1. Coordinate meetings: Invite participants, prepare agenda and materials, schedule conference rooms, record minutes
Administrative Assistant to the CSBO and Director of Facilities and Planning
1. Accounts Payable- Review bills and provide budget codes for processing
2. Coordinating meetings, appointments
3. Take and screen all calls coming into CSBO and Director of Facilities
4. Assist CSBO and Director of Facilities with various requests each day
5. Collect and maintain builder impact fees- active participation with the knowledge of district boundaries and Village ordinances regarding impact fees.
6. Assist in creating reports for board packet
7. Maintain all construction and land documents each year (includes archiving all bid and final construction documents)
Other Duties
1. Provide support for all other Business Office staff members when needed.
2. Sort and appropriately distribute Business Office mail
3. Typing/ correspondence
4. Filing
5. Order equipment / supplies as needed
6. Order stationery, envelopes and copy paper
7. Issues Worker's Permits and distribute to Illinois Dept. of Labor
8. Manage and communicate the lunch coverage and shift calendars
9. Provide support for District Crossing Guards (scheduling, contact information, ordering supplies, answering questions, coordinating the annual training and back to
school meeting, assisting with needs, checking in with schools and Crossing Guards to be sure all is going well, etc.)
10. Successfully troubleshoot, problem solve, and resolve school operation issues.
11. Work in a team-based environment with the ability to function with independence.
12. Keeps up to date on school operations by reviewing professional publications, and gaining technical skills.
13. Assist with district-level operational projects and initiatives.
14. Comply with district board policy, technology department policies, and District
confidentiality requirements.
Evaluation
1. Performance of the job will be evaluated in accordance with the provisions of the Board's policy on the evaluation of classified personnel. See the NLSD122 evaluation rubric for
more detailed information.
Secretarial/Clerical/Secretary - 12-Months
Date Posted:
3/18/2024
Location:
Haven Administration Center
Date Available:
04/22/2024Position Title:Business Office Support Specialist
Report To: Chief School Business Official & Director of Facilities and Organizational Planning
Compensation Package:
Starting Wage $40K-$50K range depending on qualifications and experience
Total Work Days 12-Month Employee = 260 Contractual Days per year
Hours 7:30AM - 3:30PM M-F or 8:00AM - 4:00PM M-F
Depending on department schedules.
Paid Holidays Per Board Policy 5:330. Currently = 15 Days
Annual Paid Time Off: Per Board Policy 5:330.
Currently starts at a rate of 10 sick days, 10 vacation days
and 3 personal days per year.
Condolence Leave 3-5 Days
Retirement System
IMRF
Benefits Medical, Dental, Vision, Life, ST/LT Disability
Position Summary
Provide administrative support for the Business Office, Transportation, Food Service and Maintenance/Custodial departments (all areas combined are typically called School Operations).
Qualifications
1. Demonstrate technological skills including, but not limited to, being proficient in Microsoft Office, Google, Gmail, online State reporting systems.
2. Working knowledge of computer and office equipment.
3. Exhibits strong interpersonal skills, ability to manage projects, and be self-motivated.
4. Ability to research school operational issues and recommended system and procedural improvements and safeguards.
5. Possess a personality that demonstrates enthusiasm and interpersonal skills necessary to favorably meet and communicate with our school community.
6.Present evidence of physical exam to determine "fit for duty", evidence of being free from communicable disease (TB), and submit to criminal background check.
7.Experience in a school operations or similar environment preferred.
Physical Demands
1. Regularly required to sit, stand, walk, talk and hear.
2. Work at a computer screen for a sustained period of time.
3. Occasionally lift and/or move up to 20 pounds. Drive your own vehicle.
Essential Duties and Responsibilities
Serve as NLSD122's Food Service Director of the District National School Lunch Program.
1. Process Applications for Free and Reduced-Price Meals
2. Insert and maintain Free/Reduced information in student database (PowerSchool) and MBA Café database
3. Prepare and report monthly Federal and State Reimbursement Claims
4. Submit Site and Sponsor Annual Application to participate in the NSLP
5. Complete Annual Verification of Free/Reduced Applications; complete and report verification Summary Report to ISBE
6. Maintain all applications, reports, permits, licenses, health department inspections, on-site reviews, and all other required documentation
7. Oversee and coordinate entire State food service audit
8. Liaison to food serviced vendor and milk vendor
9. Review and approve lunch menus from food service vendor prior to distribution; post to district website
10. Create monthly order forms and distribute to building secretaries; post to district website
11. Maintain copies of nutritional information at District office
12. Assist parents with questions/problems
13. Complete and distribute monthly lunch production schedule information for each school.
14. Ensure that all data and related information needed for future audits is complete, accurate, organized, and securely stored in a manner that makes the information
easily accessible when needed for future audits.
15. Serve as the School Nutrition Program Director in regards to ISBE requirements. (see ISBE certification and continuing education requirements). Directly responsible
for the management of the day-to-day operations of school food service for all participating schools under the jurisdiction of the school food authority.
16. Serve as the District Food Safety/Sanitation Manager in regards to ISBE requirements (see ISBE certification and continuing education requirements)
Contracts
1. Maintain all contract files and prepare for expirations/ renewals. Contracts include but are not limited to: copiers, photography, yearbook, custodial services, disposal,
construction, energy, food service, milk, etc.
Insurance - Property and Casualty
1. Monitor claims and litigations
2. Distribute insurance cards to District vehicles each renewal
Bid/RFP Procurement (District Purchasing Agent)
1. Coordinate bid/RFP timelines and contract renewals
2. Coordinate the publication of all newspaper and website postings
3. Coordinate pre-bid/ RFP meetings; attend and record minutes as needed
4. Coordinate committee meetings; attend and record minutes as needed
5. Coordinate preparation and distribution of bid specs/ RFP to vendors
6. Compile data for bid/RFP analysis
7. Implement the final ordering per the bid specifications and once approved.
8. Collect and validate insurance certificates for all vendors
9. Ensure all district vendors have appropriate and current insurance and other documentation in place (including Athletic Associations using District facilities)
10. Monitor and audit vendor compliance with approved contractual terms
11. Serve as District contact/liaison for all vendor relationships (take vendor calls each day and respond accordingly)
12. Monitor district compliance with all purchasing laws, policies and procedures.
Registration
1. Process applications for Fee Waiver; notify households of initial determination
2. Conduct preliminary investigation of Fee Waiver Appeals and report to Business Manager for final determination
3. Assist A/P clerk in collection/ posting of student fees when needed
4. Coordinate August (beginning of year) mailing
5. Responsible for all required annual communication and reporting in regards to the National School Lunch Program and fee waivers.
Publication/Legal Notice
1. Coordinate all publications/legal notices for Business and Operations.
Transportation
1. Knowledge of and assistance with: paid busing fees, boundary qualifications for free and paid busing, busing routes, IDOT hazards and field trips
2. Oversee the annual Bus Stop Change Request process
3. Update the Transportation webpage as needed each year
4. Assist the Director of Facilities and Organizational Planning with the daily oversight and administration of the District transportation operations as well setting up the new
school year transportation plan each summer.
Meetings
1. Coordinate meetings: Invite participants, prepare agenda and materials, schedule conference rooms, record minutes
Administrative Assistant to the CSBO and Director of Facilities and Planning
1. Accounts Payable- Review bills and provide budget codes for processing
2. Coordinating meetings, appointments
3. Take and screen all calls coming into CSBO and Director of Facilities
4. Assist CSBO and Director of Facilities with various requests each day
5. Collect and maintain builder impact fees- active participation with the knowledge of district boundaries and Village ordinances regarding impact fees.
6. Assist in creating reports for board packet
7. Maintain all construction and land documents each year (includes archiving all bid and final construction documents)
Other Duties
1. Provide support for all other Business Office staff members when needed.
2. Sort and appropriately distribute Business Office mail
3. Typing/ correspondence
4. Filing
5. Order equipment / supplies as needed
6. Order stationery, envelopes and copy paper
7. Issues Worker's Permits and distribute to Illinois Dept. of Labor
8. Manage and communicate the lunch coverage and shift calendars
9. Provide support for District Crossing Guards (scheduling, contact information, ordering supplies, answering questions, coordinating the annual training and back to
school meeting, assisting with needs, checking in with schools and Crossing Guards to be sure all is going well, etc.)
10. Successfully troubleshoot, problem solve, and resolve school operation issues.
11. Work in a team-based environment with the ability to function with independence.
12. Keeps up to date on school operations by reviewing professional publications, and gaining technical skills.
13. Assist with district-level operational projects and initiatives.
14. Comply with district board policy, technology department policies, and District
confidentiality requirements.
Evaluation
1. Performance of the job will be evaluated in accordance with the provisions of the Board's policy on the evaluation of classified personnel. See the NLSD122 evaluation rubric for
more detailed information.
