District Administrative Assistant

District Administrative Assistant 

Position Summary

The District Administrative Assistant provides high-level administrative and clerical support across multiple central office departments, including Teaching and Learning, Student Services, Finance, and Operations. This position supports district-wide initiatives related to curriculum, grants management, special education compliance, and operational systems, while ensuring efficient office procedures and maintaining strict confidentiality.

This is a 12-month position serving as a key support role to district leadership.

Reports To

Superintendent, Assistant Superintendent of Teaching & Learning, Director of Student Services, and Director of Operations

Essential Duties and Responsibilities

Curriculum, Instruction, and Grants Support

• Assist the Assistant Superintendent of Teaching & Learning with grant management tracking, budgeting, and documentation
• Support curriculum purchasing processes, including preparation of purchase orders, vendor coordination, and tracking of materials
• Maintain financial and inventory records related to instructional resources
• Prepare reports and documentation as requested

Student Services / Special Education Support

• Maintain and manage confidential student records and special education files in compliance with state and federal requirements
• Assist in the coordination and scheduling of IEP meetings, including communication with staff and families
• Support compliance tracking, documentation, and reporting related to special education services
• Process records requests and ensure proper documentation procedures

Human Resources / Business Office Support

• Assist in maintaining and updating staff salary and compensation worksheets
• Support data entry and tracking related to staffing and budgeting functions
• Maintain employee records and participate in human resource matters
• Assist with substitute teacher sign up and compliance systems, including monitoring documentation and requirements in Frontline.

Operations and District Support

• Coordinate and manage facility rental scheduling, including communication with outside organizations and internal staff
• Maintain calendars, meeting schedules, and communications for assigned administrators
• Prepare correspondence, reports, and meeting materials
• Provide general administrative support to ensure efficient department operations

General Responsibilities

• Maintain a high level of confidentiality, professionalism, and discretion in all matters
• Serve as a liaison between departments, staff, families, and community members
• Organize and maintain records, files, and databases
• Perform other duties as assigned by district administration

Qualifications

• Associate's degree or Bachelor's degree preferred (Business, Education, or related field)
• Minimum of 2–3 years of administrative or secretarial experience, preferably in a school district setting
• Strong organizational, communication, and multitasking skills
• Proficiency in Google Workspace, Microsoft Office (Excel), and student information systems
• Experience with financial tracking, purchasing systems, or grants preferred
• Ability to work independently and collaboratively across departments

Work Environment

• District office position
• Frequent interaction with administrators, staff, families, and community members
• Requires the ability to manage multiple priorities 

Overview of Position 

This role is critical to ensuring smooth district operations across instruction, student services, and business functions. The position supports compliance, financial stewardship, and high-quality service to students and staff.

Brookfield LaGrange Park School District 95 is an Equal Opportunity Employer. The District does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or any other protected status in accordance with applicable laws.

Salary Range: $40,000 - $50,000 per experience.  Medical and dental benefits available.