CHICAGO HEIGHTS SCHOOL DISTRICT 170
TITLE: Administrative Assistant to the Business Manager, CSBO/Transportation Director
QUALIFICATIONS: -High school diploma or equivalent required; associate’s degree or higher preferred
-Prior administrative, bookkeeping, or clerical experience, preferably in a school district setting
-Proficiency with Microsoft Office Suite, Google Workspace, and relevant database systems
-Strong organizational skills with the ability to manage multiple priorities and meet deadlines
-Excellent verbal and written communication skills
-Ability to maintain confidentiality and exercise sound judgment
-Knowledge of school business operations, accounting procedures, and transportation processes preferred
-Bilingual Preferred
JOB SUMMARY: Assist the business manager (CSBO) in maintaining the accounting system; managing the day-to-day operation of the district in accordance with accepted accounting procedures, including state and federal grants. Assist the transportation director
REPORTS TO: Business Manager, Chief School Business Official,Transportation Director
TERMS OF EMPLOYMENT: Salary, benefits, and work year to be established by the Board of Education. Must obtain CDL
SALARY RANGE: $35,000-$45,000; Salary is commensurate with experience and credntials
BUSINESS DEPARTMENT RESPONSIBILITIES:
1. Provide administrative support for the day-to-day operation of the school district and other duties as assigned.
2. Assist in identifying, formulating and implementing the District's fiscal goals and objectives, and developing corrective action plans.
3. Assist in the preparation of federal and state financial reports, Annual Financial Reviews, National School Lunch Program Audits
4. Apply advanced mathematical concepts to calculate various costs and insurance plans
5. Assist in the preparation for collective bargaining and interpretation of agreements.
6. Prepare and present clear and concise written and oral reports.
7. Analyze complex technical and administrative problems, evaluate alternative solutions and recommend effective courses of action.
8. Maintain discretion and integrity when handling sensitive information.
9. Serve as the primary administrative support for the Business Manager, handling correspondence, scheduling, and document preparation
10. Assist with accounts payable, accounts receivable, and purchase order processing
11. Prepare and maintain accurate financial, payroll, and benefits records in accordance with district policy and state/federal regulations
12. Maintain employee personnel files, ensuring confidentiality and compliance with legal requirements
13. Assist in preparation of reports, budgets, and financial statements as directed
14. Coordinate bidding processes, vendor registration, and contract tracking
15. Maintain the business office filing systems, databases, and record archives
16. Communicate with vendors, staff, and the public regarding business office matters
17. Support compliance activities including audits, grant documentation, and state/federal reporting
18. Provide backup support for payroll, benefits, and other business office functions during absences or peak workload periods
19. Perform other duties as assigned to support the efficient operation of the business office
TRANSPORTATION RESPONSIBILITIES
1. Serve as the first point of contact for incoming phone calls, emails, and in-person inquiries regarding transportation services, routes, schedules, and policies
2. Maintain accurate student transportation records, including bus assignments, route changes, and special transportation requests
3. Assist in preparing and updating bus routes, schedules, and driver assignments in coordination with the Transportation Director
4. Process transportation requests, field trip transportation arrangements, and activity bus scheduling
5. Maintain department files, databases, and records in compliance with district and state requirements
6. Prepare and distribute correspondence, memos, and reports as directed
7. Assist with tracking driver and aide certifications, licenses, training, and compliance requirements
8. Monitor and record fuel usage, vehicle maintenance logs, and other transportation-related documentation
9. Assist with payroll and attendance tracking for transportation department staff
10. Coordinate substitute driver assignments and communicate changes to schools and drivers
11. Handle confidential information with discretion and in compliance with district policy and applicable laws
12. Perform other duties as assigned to support the efficient operation of the transportation department
