Administrative Assistant to the Executive Director of Business Services (CSBO)

Elementary

School

District

159

Job

Description

TITLE:

Administrative

Assistant

to

the

Executive

Director

of

Business

Services

(CSBO)

DEPARTMENT:

Business

Services

EFFECTIVE

DATE:

Immediately

POSITION

SUMMARY

The

Administrative

Assistant

is

responsible

for

performing

all

procurement

functions

necessary

for

the

school

district.

The

Administrative

Assistant

will

manage

outside

suppliers

and

work

closely

with

accounting

staff.

This

person

will

be

the

in-house

expert

on

purchasing.

ORGANIZATIONAL

RELATIONSHIPS

Reports

to:

Executive

Director

of

Business

Services

(CSBO)

Supervises:

N/A

ESSENTIAL

DUTIES

AND

RESPONSIBILITIES

1.

Assist

with

the

daily

business

operations

and

functions

in

the

Business

Office.

2.

Opens

and

sorts

mail

in

order

of

priority,

handling

matters

that

do

not

need

to

be

referred

to

the

CSBO.

3.

Places

and

receives

telephone

calls

and

records

messages.

Handles

all

requests

for

a

first

resource

and

refers

to

only

those

that

require

his/her

special

handling.

4.

Schedules

meetings

as

requested.

Make

appropriate/room/space/refreshment

arrangements.

5.

Responsible

for

purchasing

supplies

and

material

for

the

office

of

CSBO,

as

well

as

processing

invoices

for

payment.

6.

Scheduling

travel

arrangements,

including

conference

registrations,

hotel/lodging

arrangements,

and

meeting

space

as

needed

for

state

and

national

conference

and

events.

7.

Administer

all

purchasing

functions

including

the

entering

and

processing

of

purchase

requisitions.

8.

Assist

with

preparing

responses

to

the

Freedom

of

Information

Act

(FOIA)

requests.

9.

Maintain

a

high

level

of

integrity

and

accuracy,

database

fields

controlled

within

the

Purchasing

Department.

Database

fields

include

qualified

vendor

list,

approval

tables,

purchase

requisitions,

purchase

orders,

change

orders,

and

open

purchase

orders.

10.

Communication

and

Relationship

with

Vendors.

Work

closely

with

accounts

payable

staff

to

facilitate

the

timely

payment

for

purchases

and

maintain

mutually

beneficial

relationships

with

vendors.

11.

Financial

Reports.

Assist

the

Director

of

Fiscal

Management

with

reports

requiring

specific

purchasing/vendor

data.

12.

Receives

purchasing

assignments

from

the

Director

of

Finance

CSBO.

13.

Reviews

requisitions

and

specifications

for

completeness

of

description,

account

to

be

charged,

and

signatures

allowing

authorization.

14.

Interviews

vendors

for

information

concerning

product,

price,

reliability/quality,

and

delivery

date.

Assists

in

the

negotiation

of

prices

and

terms

with

vendors

to

obtain

satisfactory

bids.

15.

Determines

where

products

may

be

obtained

according

to

company-established

criteria

and

product

specific

criteria.

16.

Consults

catalogues

and

interview

suppliers

to

obtain

prices

and

specifications.

Revised 08/21/2026

17.

Oversee

all

direct

purchases.

18.

Places

orders

for

routine

purchases,

lease

purchase

agreements,

contracts

and

related

purchasing

documents.

19.

Compute

total

cost

of

items

purchased.

20.

Manage

district

purchase

cards

for

proper

coding

and

payment.

21.

Completes

purchase

orders

and

sends

copies

to

supplier

and

department

originating

requests.

22.

Confers

with

suppliers

concerning

late

deliveries

and

back

orders.

Performs

procurement

follow-up

and

evaluates

vendor

conformance

with

terms

of

the

purchase

agreement.

23.

Discuss

defective

or

unacceptable

goods

or

services

with

inspection

or

quality

control

personnel,

users,

vendors,

and

others

to

determine

source

of

trouble

and

take

corrective

action.

24.

Maintains

files

of

existing

and

potential

vendors

for

supplies,

equipment

and

service.

25.

Expedites

delivery

of

goods

to

users.

26.

Maintains

vendor

catalog

file

for

reference

purposes.

27.

Prepares

purchasing

reports

and

compiles

records

of

items

purchased

or

transferred

between

departments,

prices,

deliveries,

inventories,

lease

purchasing

agreements

and

service

agreement

reports

and

other

reports

as

required.

28.

Assist

in

the

management

of

all

fixed

assets,

inventory

control

and

appraisal

values

for

school

district

properties.

QUALIFICATIONS

The

qualifications

listed

below

are

representative

of

the

knowledge,

skill,

and/or

ability

that

must

be

met

by

an

employee

to

successfully

perform

the

essential

functions

of

this

job.

Reasonable

accommodation

may

be

made

to

enable

the

individuals

with

disabilities

to

perform

the

essential

functions.

Proficiency

using

computer

application

Microsoft

Office,

financial

software,

computer

technology,

and

general

office

equipment.

Ability

to

prioritize

and

organize

tasks,

address

multiple

tasks

simultaneously,

perform

numerous

functions,

and

assume

responsibility

for

completion

of

tasks.

Ability

to

communicate

clearly,

concisely

and

effectively,

both

orally

and

in

writing.

Ability

to

respond

to

internal

and

external

customers

in

a

timely

and

courteous

manner.

Demonstrate

ability

to

work

well

with

others.

Ability

to

develop

effective

working

relationships

with

students,

staff

and

the

school

community.

Ability

to

perform

duties

with

awareness

of

all

district

requirements

and

Board

of

Education

policies.

EDUCATION

AND

EXPERIENCE

High

School

Diploma

is

required.

Bachelor's

Degree

in

Accounting

or

Business

Administration

or

an

equivalent

combination

of

training

and

experience,

preferred.

Three

or

more

years

of

administrative

and/or

secretarial

experiences.

Experience

must

be

reflective

of

duties

explained

above.

Previous

work

experience

in

an

educational

institution

is

beneficial.

Revised 08/21/2026 WORK

ENVIRONMENT

AND

CONDITIONS

Work

environment

characteristics

and

physical

demands

described

here

are

representative

of

those

that

must

be

met

by

an

employee

to

successfully

perform

the

essential

duties

of

this

job.

Reasonable

accommodations

may

be

made

to

enable

individuals

with

disabilities

to

perform

the

essential

duties.

Typical

office,

non-manual

work

environment.

While

performing

this

job,

the

employee

frequently

works

at

a

computer

and

uses

hands

and

arms

to

key

and/or

reach;

regularly

required

to

talk,

hear

and

walk.

The

ability

to

see

with

corrective

vision.

The

noise

level

in

this

work

environment

is

usually

low.

Minimal

local

travel

may

be

required

on

a

limited

basis.

Occasional

lifting

and/or

pushing

up

to

20

pounds.

Elementary

School

District

159

is

an

equal

opportunity

employer

that

is

committed

to

diversity

and

inclusion

in

the

workplace.

We

prohibit

discrimination

and

harassment

of

any

kind

based

on

race,

color,

sex,

religion,

sexual

orientation,

national

origin,

disability,

genetic

information,

pregnancy,

or

any

other

protected

characteristic

as

outlined

by

federal,

state,

or

local

laws.

This

job

description

should

not

be

interpreted

as

all-inclusive

or

as

an

employment

agreement

between

the

employer

and

employee.

It

is

intended

to

identify

the

essential

functions

and

requirements

of

this

job

and

is

subject

to

change

as

the

needs

of

the

employer

and

requirements

of

the

job

change.

Incumbents

may

be

required

to

perform

job-related

responsibilities

and

tasks

other

than

those

stated

in

this

specification.

Any

essential

functions

of

this

position

will

be

evaluated

as

necessary

should

an

incumbent/applicant

be

unable

to

perform

the

function

or

requirement

due

to

a

disability

as

defined

by

the

Americans

with

Disabilities

Act

(ADA).

Reasonable

accommodation

for

the

specific

disability

will

be

made

for

the

incumbent/applicant

when

possible.

TERM

OF

EMPLOYMENT:

12

month

full-time

position

Non-union

Position

EVALUATION:

Performance

will

be

evaluated

in

accordance

with

Board

policies

and

procedures

on

the

evaluation

of

professional

staff.

Revised 08/21/2026