Overview
Administrative Coordinator Jobs in Chicago, IL at Illinois Housing Development Authority
Reports to: Associate Superintendent of Finance & Operations/CFO
Purpose: The job of the Administrative Assistant to the CFO – Finance and Purchasing Services is done for the purpose/s of providing a wide variety of complex and/or confidential administrative support related to the financial operations of the district; communicating information on behalf of administrators to school and district staff, other districts, public agencies, etc.; and ensuring compliance of department/program activities with financial, legal and administrative requirements.
Terms of Employment: 240-contract days per year, 8 hours per day, Exempt-level position
Salary: FMSD (S1a) Assistant Superintendent’s Admin Assistant Salary Schedule
Job Responsibilities:
Administrative
Supports Associate Superintendent for Finance and Operations, along with personnel within Finance Department and Purchasing
Composes documents for the purpose of communicating information to school and district personnel, the public, state officials, etc.
Coordinates travel arrangements and meetings.
Order and maintain departmental supplies.
Maintains variety of files and records for the purpose of maintaining complete and accurate documentation according to district policy and/or regulations.
Performs other duties to include but not limited to opening/distributing mail, handling incoming calls, back-up assistance for other clerical positions within the finance department.
Participates in meetings, workshops and seminars as assigned for the purpose of conveying and/or gathering information required to perform functions.
Responds to inquiries from a variety of internal and external parties for the purpose of providing information and/or direction.
Assists with annual budget process in gathering and assembling data from schools and departments.
Prepare District deposit/order deposit supplies for all locations.
Daily posting of bank slips/credit card.
Collection of Teacher Supply Expenditure reports from each school.
Maintain contact for copier service/supplies for Admin/Finance copier.
Collect copier counts for Flyers quarterly billing
Code Verizon phone billing statement monthly for recording in general ledger.
Organize PTO/PTA/Booster Officers annual training meeting.
Transparency Spend Reporting
Compiles and communicates data from a variety of sources for the purpose of complying with financial, legal and/or administrative requirements.
Performs monthly posting of spend data on the district’s website for check registers and bank purchasing card statements.
Webpage and Infinite Visions
Performs monthly posting of spend reporting on the Finance webpage for check registers and bank purchasing card statements.
Maintains the Finance Department’s bookkeeper’s group page. Will work to create and maintain resource materials on the Infinite Vision online portal for Finance and other departments.
Assist with analyzing fiscal data for the purpose of accountability, maintaining accurate balances, and compliance with accounting practices.
Bank of America Works Purchasing Cards
Clears expenses related to several employee Bank of America accounts. Maintains applicable documentation related to purchases for auditing purposes.
Purchase Order Processing
Creates purchase orders as needed for Finance Department and Purchasing Department.
Qualifications:
Job related experience in, or education related to, accounting/bookkeeping desired.
Extensive computer skills utilizing Microsoft Office products (i.e., Word, Excel, PowerPoint), planning and managing projects.
Self-directed with the ability to work under minimum supervision with the confidence to make decisions independently when warranted. Confidentially is critical and expected in this role.
Professional presence and demeanor, with the ability to comfortably work with all levels of district personnel as well as diverse groups and individuals within the community.
Highly organized with the ability to handle multiple projects at a time while keeping priorities in line with Administrators’ goals. Must be able to meet established deadlines while working with frequent interruptions.
Flexibility in accepting new responsibilities as they arise and are presented.
Minimum 2-year College degree with study related to job responsibilities, or equivalent work experience
Evaluation:
Performance will be evaluated annually in accordance with provisions of the Board’s policy on evaluation of non-certified personnel.
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Title: Administrative Coordinator
Company: Illinois Housing Development Authority
Location: Chicago, IL
