Administrative Assistant to the Instructional Resource Manager

Title: Administrative Assistant to the Instructional Resource Manager

Department: Bookstore

Classification: Administrative Assistant 12 month

Assignment: 12 month

FLSA Status: Non-Exempt

Reports To: Instructional Resource Manager, Office Manager, and Assistant Principal of Educational Services

Location: Highland Park High School

Salary: $24.50/hour

Hours: 7:00am - 3:30pm

Summary:

The Administrative Assistant to the Instructional Resource Manager supports the day-to-day operations of the bookstore by coordinating instructional resource needs, assisting with student materials, and overseeing Chromebook management. This role requires exceptional organizational skills, clear communication, and a proactive approach to problem-solving and task completion. This is an on-site position, with occasional weekend availability required for Chromebook distribution during standardized testing periods.

Qualifications:

• High School Diploma or GED, required
• Bachelors or Associates Degree, preferred
• 2 years of experience in an educational setting, preferred
• 2 years of experience as an administrative assistant, preferred
• Possess outstanding organizational and time-management skills
• Able to work independently and access supports as needed
• Able to work with others in a positive manner
• Possess common sense, problem-solving skills and reasoning ability to appropriately deal with complex situations as they arise
• Able to build and maintain relationships with colleagues that supports a cooperative work environment
• Able to handle and maintain the confidentiality of employee, student and other sensitive District information
• Able to set goals and establish methods for achieving these goals
• Able to work effectively with a wide range of constituencies in a diverse community

Technology Skills preferred:

• Experience with Chrome OS troubleshooting, Google Workspace applications, and basic network connectivity or wireless issue resolution
• Familiarity with ticketing systems and inventory management processes for tracking and maintaining technology assets
• Working knowledge of Google Sheets or similar software for record keeping and data organization

Essential Functions:

The criteria indicated below are intended to describe various types of work that may be performed. The exclusion of specific responsibilities does not prohibit them if the work is similar, related, or a logical task of the position.

Administrative and Operational Support

• Assist the Instructional Resource Manager with daily operations, budgeting, purchasing, and coordination of instructional resources.
• Manage student and departmental instructional materials, ensuring timely distribution and inventory accuracy.
• Maintain confidentiality of student, staff, and district information.
• Support special events requiring extended or occasional weekend hours.

Technology and Data Management

• Oversee Chromebook lifecycle processes, including deployment, collection, maintenance, troubleshooting, and coordination of repairs.
• Maintain accurate inventory records and reconcile data using district systems.
• Demonstrate proficiency in Infinite Campus, Microsoft Word, Excel, and Outlook; adapt quickly to new software and technology tools.

Communication and Collaboration

• Communicate clearly and professionally in both written and verbal forms.
• Must be able to interact in a positive manner with staff members, students, faculty, parents, and other members of the public.
• Work independently and collaboratively to manage multiple priorities and contribute to a cooperative work environment.

Problem Solving and Evaluation

• Use sound judgment, analytical ability, and common sense to address complex or unexpected situations.
• Apply mathematical and organizational skills to track budgets and evaluate processes for improvement.
• Set goals, establish methods to achieve them, and monitor progress toward successful completion.
• Ability to handle multiple tasks simultaneously and carry out detailed procedures with several variables.

Language Skills

Communicates clearly both in oral and written format with all constituents of the District when documenting repairs, explaining technical procedures, and providing clear instructions.Effectively present information and respond to questions from constituency groups. Establish and maintain effective and collaborative working relationships with students, staff and the school community. Perform duties with awareness of all district requirements and Board of Education policies.

Mathematical and Technical Skills

Calculate figures, estimates, proportions, percentages, and cost projections. Apply concepts of basic algebra and geometry. Strong technology skills, including standard Microsoft Office suite / Google Workspace, financial management, and data analysis. .

Reasoning Ability

Define problems, collect data, establish facts, and draw valid conclusions. Interpret an extensive variety of verbal and written instructions and deal with multiple abstract and concrete variables.

Contacts Outside Your Own Department:

Build positive relationships with constituents of the District 113 community that includes, teachers, school staff, administrative team, Board of Education, guardians, students, and private providers.

Physical and Mental Demands:

• While performing the duties of this job, the employee is regularly required to sit, stand, walk, bend, write, type, speak, listen, and taste or smell.
• The employee is regularly required to communicate with staff and others.
• The employee is frequently required to use hands and/or fingers, handle, feel or operate objects, tools or controls.
• The employee may occasionally be required to climb or balance; and stoop, kneel, crouch, twist, reach or crawl. The employee must frequently lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision,depth perception and ability to adjust focus.
• Specific psychological demands of this job include the ability to remain calm under stress levels associated with job demands, along with constant contact with students, colleagues and the public.

Working Conditions:

• In the work environment, this role is regularly exposed to office environmental conditions.
• The noise level in the work environment is usually moderate with regular exposure to loud classrooms, hallways, cafeterias or sports venues.
• The employee is regularly required to meet deadlines with severe time constraints and interact with the public and staff in addition to meeting multiple demands from several people.
• The employee is infrequently required to work weekends, scheduled in advance..

Safety:

As a part of the District workforce, this role is responsible for being aware of, modeling and contributing to the maintenance and implementation of all District safety policies and procedures. The role is directly responsible for the safety, well-being, and work output of students.

Required to:

• Use good safety awareness and judgment
• Follow policies
• Report potentially unsafe conditions
• Follow manufacturer safety instructions when using equipment
• Follow agency ergonomic policies and procedures

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.