Administrative Assistant to the Superintendent

The St. Clair County Application Consortium

Belleville, IL

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JOB DETAILS

SALARY

$42,500–$50,000 Per Year

SKILLS

Administrative Skills, Board Meeting, Board of Education, Calendar Management, Computer Skills, Conferences, Data Processing, Detail Oriented, Documentation, Establish Priorities, File Maintenance, Insurance Claims, Interpersonal Skills, Mail Processing, Meeting Minutes, Multiplatform/Cross-Platform, Organizational Skills, People Management, Physical Demands, Plan Meetings, Presentation/Verbal Skills, Purchase Orders, Regulatory Compliance, Return on Equity (ROE), Social Media, Word Processing, Worker's Compensation, Writing Skills

LOCATION

Belleville, IL

POSTED

8 days ago

Position Type:
Secretarial/Clerical/Secretary

Date Posted:
7/22/2025

Location:
Harmony Emge School District #175

Date Available:
08/11/2025

Closing Date:
08/11/2025

District:
Harmony District 175 Administrative Assistant to the Superintendent

Harmony-Emge School District 175-Belleville, IL

Harmony-Emge SD 175 is seeking a highly qualified, experienced Administrative Assistant to provide professional and confidential support to the Superintendent and Board of Education. This is a 12-month, full-time position, and will begin as soon as possible upon selection of a qualified candidate, with the goal of a smooth transition from the current secretary.

Responsibilities:

Provide confidential administrative support to the Superintendent and Board of Education

Assist with the superintendent's calendar in planning appointments, board meetings, hearings, conferences, and more

Prepare, maintain, distribute and post a wide variety of local, state, and federal documents

Prepare and distribute all necessary reports for Board of Education meetings

Attend board meetings and committee meetings and keep minutes

Prioritize and manage all outgoing or incoming correspondence (e-mail, letters, packages, etc.)

Manage and maintain employee personnel files, ensuring all required documentation is current and complete; facilitate the onboarding process for new hires, including file setup and compliance with pre-employment requirements.
Maintain AESOP/Frontline absence management program for the district

Update directories for the district, the ROE and keep up to date school closing procedures

Maintain PRESS Policy for the district

Prepare purchase orders

Maintaining the district website and social media page.
Serves as the point of contact for workers' compensation claims and employees insurance inquiries
Plan and coordinate district-wide events
Create, post, and manage job vacancies across platforms
Monitors and verifies employee timesheets district-wide and collaborates with the Business Manager on payroll preparation
Assist superintendent in tracking and updating state-mandated compliance requirements

Qualifications:

Bachelor's degree from four-year college or university; or 5+ years of related administrative professional experience; or an equivalent combination of education and experience. (preferred)

Strong interpersonal skills to reinforce a positive relationship between central office and all community stakeholder groups

Must have proficient computer skills with word processing specifically and adequate skills at data processing

Ability to maintain the highest levels of confidentiality and professionalism

Knowledge of any student management system is preferred

Excellent verbal and written skills, reliable, resourceful, organized, and detail-oriented.

Salary/Benefits:
Paid Days = 10 Vacation, 14 Sick, 3 Personal; all school holidays including Winter and Spring Break
Board pays employees share of IMRF
Additional Notes:

Position requires extended hours during Board meeting nights and other key events

Minimal physical demands, but candidates should be comfortable with setup/organization tasks for meetings

Harmony-Emge 175 is a PreK-8th Grade District located in the diverse community of West-Belleville and our students feed into Belleville West H.S.

Job Types: Contract, Full-time

Salary and Benefits:

Salary Range: $42,500 - $50,000 per year (with potential stipend based on experience and qualifications)
Paid Time Off: 10 vacation days, 14 sick days, 3 personal days
Holidays: All school holidays including Winter and Spring Break
Retirement: Board pays employee's share of IMRF
Health Insurance: Available
Schedule:
- Monday-Friday, 8-hour shift with 1-hour lunch
- 1-2 evening meetings per month (Board/Committee) required

Ability to commute/relocate:

Belleville, IL 62223: Reliably commute or planning to relocate before starting work (Preferred)

Education:

Bachelor's (Preferred)

Experience:

Administrative Assistant/Secretary: 4 years (Preferred)

Work Location: In person

Application Process:
Please send the following documents:

Resume
Cover letter
Three professional letters of recommendation (from current or previous employers)

Submit to:
Catie Sanders
7401 Westchester Dr.
Belleville, IL 62223
csanders@harmony175.org

Hiring Timeline: Interviews will be scheduled upon receipt of qualified applications. Position will remain open until filled.

Administrative Assistant to the Superintendent

The St. Clair County Application Consortium

Belleville, IL

About the Company

The St. Clair County Application Consortium

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