Receptionist/Administrative Assistant

Henderson Knox Mercer Warren

Regional Office of Education
JOB DESCRIPTION

Position Title:Receptionist/Administrative Assistant

Location: Galesburg, Illinois

Department: ROE Services

Reports to: Regional Superintendent, Assistant Regional Superintendent, & Director of ROE Services

FLSA Class: Non-Exempt

Revised Date: 12/5/2023

SUMMARY

This position is responsible for providing administrative support and leadership for ROE #33. With direct support to the Regional Superintendent, Assistant Regional Superintendent, and Director of ROE Services to assist with efficiently operating the ROE.

DUTIES & RESPONSIBILITIES

ROE Services

1. Have friendly, helpful, courteous, and positive customer service with the general public, school staff, stakeholders, media, legislators, and internal staff through office administration duties, including scheduling, answering phones, greeting clients, etc.

2. Monitor front door and other doors following safety guidelines to ensure building safety. Greet visitors using the building's intercom system and allow entrance into the building, as appropriate.

3. Receive incoming telephone calls and faxes, and direct to appropriate personnel in the Regional Office.

4. Screen calls and visitors and provide technical assistance to inquiries in a timely manner.

5. Receive and notify staff of packages.

6. Assist visitors needing access to ROE services (Work Permit Applications, Substitute Teaching

Application Instructions, Paraprofessional Application Instructions, Transcript Requests, ESL courses, GED/HiSet courses, etc.).

7. Decorate and maintain office entry ways to ensure an inviting environment.

8. Provide clerical support to Regional Superintendent, Assistant Regional Superintendent, and Director of ROE Services as requested.

9. Work with HR to onboard new hires to ROE#33, including taking the employee’s photo and creating and distributing new hire bags.

10. Organize and maintain files and records for ROE, including archive log and maintenance of archived files. Assist with operationalizing the process for record retention and maintain logs and files for record disposal.

11. Assist with the Report of Officials Acts data entry and data collection.

12. Follow the Purchase Order process and provide ordering assistance to the Regional Superintendent, Assistant Regional Superintendent, and Director of ROE Services.

13. Provide leadership and support to all support staff in ROE #33. Participate in support staff meetings on a regular basis.

14. Provide communication for staff on building operations for the ROE office, as directed by Regional Superintendent, Assistant Regional Superintendent, and Director of ROE Services.

15. Be knowledgeable of teacher/administrator licensure regulations, guidance, and educator licensure system (ELIS).

16. Maintain substitute teacher files, keep substitute list current, conduct annual update of the list, and communicate with member schools.

17. Order office supplies and business cards for all ROE staff. Maintain office supply inventory and process for the ROE. Make lanyards for staff as needed and maintain training on lanyard machine.

18. Monitor and assist with the maintenance of office equipment, including copy machines and laminators. Provide training to ROE staff on how to use the laminators.

19. Assist with internal ROE staff communications, monthly newsletter, and other staff communications as directed by the Regional Superintendent, Assistant Regional Superintendent, and Director of ROE Services.

20. Maintain Employee Birthday list and include in newsletter with permission from employee.

21. Make travel arrangements for Regional Superintendent, Assistant Regional Superintendent, and Director of ROE Services as requested.

22. Maintain the calendar of the Regional Superintendent, Assistant Regional Superintendent, and Director of ROE Services as needed.

23. Maintain the ROE workroom, collaboration area, and cafe including meeting set up, refreshments, tidiness & organization of space, restocking of supplies, etc.

24. Create and oversee a timeline for all mandated School/District reporting and data collection to the ROE. Advise Regional Superintendent, Assistant Regional Superintendent, and Director of ROE Services of upcoming deadlines and requirements and assist in correspondences to school/district administrators.

25. Send communication to Superintendents, principal, teachers and district staff as requested by Regional Superintendent, Assistant Regional Superintendent, and Director of ROE Services.

26. Assists in development and distribution of the annual Educator Directory, ROE Annual Report, County Board Reports, and Joint Public Calendar.

27. Assist with preparing and maintaining files of all necessary documentation and correspondence for Regional Board of Trustees.

28. Communicate with Regional Board of School Trustees members, post meeting dates, changes in meetings, minutes, etc. as directed by Regional Superintendent, Assistant Regional Superintendent, and Director of ROE Services.

29. Prepare and maintain files of all necessary documentation and correspondence for District Superintendent and Principal meetings, including meeting minutes if requested.

30. Prepare space, refreshments, and equipment for Superintendent and Principal meetings.

Regional Office of Education

31. Maintain updated Google Calendar.

32. Complete all required employee documents in an accurate & timely manner per ROE, State, and other grant requirements.

33. Practice high ethical standards and maintain confidentiality.

34. Engage in Professional Development per ROE/position requirements.

35. Follow and enforce all State, Federal, and ROE guidelines and policies in a professional manner.

36. Maintain turnover files (ROE#33 Purple Binder).

37. Attend all ROE and program meetings as required by the supervisor.

38. Join and participate in a ROE Committee, including attendance and engagement at meetings.

39. Shows up, is prepared, and follows through on commitments with thorough, timely, and consistent work (Dependability).

40. Willingness to change and/or compromise when needed (Flexibility).

41. Follows the attendance policy in the ROE handbook (Attendance).

42. Arrives prepared and ready to work at the scheduled time for meetings, events and work (Punctuality).

43. Takes initiative in problem solving by implementing and suggesting solutions to problems independently (Problem Solving).

44. Positively contribute both internally and externally to the culture and climate of the ROE (Attitude).

45. Take initiative to work independently on a consistent basis to meet expectations of the job by staying on task and completing job duties without constant supervision (Works without Supervision).

46. Maintain positive relationships both internally and externally that improve the ROE’s culture and climate (Interpersonal Relations).

47. Work is completed thoroughly, timely, and consistently (Quality of Work).

48. Ensure consistent and clear communication with supervisor, colleagues, students/families, and stakeholders (Communication Skills).

49. Follow ROE Dress Code consistently (Appearance & Grooming).

50. Perform other duties as assigned by Regional Superintendent of Schools or Assistant Regional Superintendent of Schools.

QUALIFICATIONS, KNOWLEDGE, & CRITICAL SKILLS

1. High School Diploma or equivalent required.

2. Knowledge of Google Suite and Microsoft Office programs including Word, Excel, Access, PowerPoint, etc. and Virtual Meeting Platforms.

3. Ability to lift and carry up to 20 lbs.

4. Ability to push/pull up to 10 lbs.

5. Must have excellent oral and written communication skills and an acceptable/courteous manner.

6. Understanding and awareness of multicultural needs.

7. Ability to maintain a positive and collaborative relationship/attitude across all ROE programs.

SCHEDULING

The work hours for this position are Monday through Friday 8:00 a.m. to 4:30 p.m. based on the ROE Calendar, 7.5 hours per day and 37.5 hours per week. The schedule is subject to change with ROE demands.

Job Type: Full-time

Pay: $15.50 per hour

Expected hours: 37.5 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person