Urbana School District #116

TITLE: Administrative Assistant to the Assistant Superintendent of Human Resources

LOCATION: Jean F. Burkholder Administrative Service Center

SUPERVISOR: Assistant Superintendent for Human Resources

JOB SUMMARY: Under the direction of the Assistant Superintendent for Human Resources, the Administrative Assistant coordinates other office services and ensures the smooth and efficient operation of the Human Resources office.

ESSENTIAL FUNCTIONS: To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

• Performs the usual office routines and practices such as receiving incoming calls, taking messages, returning phone calls promptly, etc.
• Processes employment applications for administrative, classified, teaching and substitute employees.
• Maintains confidential files for all District employees including personnel and medical files.
• Utilizes Skyward and TalentEd software for current employee information.
• Receives, completes, and routes recommendations for employment until they are complete for specific employee groups. Verifies contract and certification status for specific employee groups. Sends new employee packets and assists Benefits Specialist with new employee enrollment, status changes, name changes, address changes, etc.
• Works with Payroll Specialists to correctly establish years of service and salary status for employees.
• Manages the District’s sick bank committee for classified employees.
• Provides salary schedules to current and new employees.
• Maintains files and data necessary for reports as imposed by federal and state agencies, EEOC, Title IX.
• Maintains a regular filing system as well as confidential files. Ensures that current contracts, salary addendum, current certificates, etc. are on file for each employee.
• Processes incoming and outgoing correspondence on a daily basis and drafts correspondence as appropriate.
• Verifies employment information; works with Employment Security Commission/Job Service concerning unemployment claims.
• Maintains current list of new employees, changes of assignment, and resignations for current school year while presenting reports to the Board of Education.
• Issues yearly contracts and letters of intent for specific employee groups.
• Schedules recruiting trips, requisitions registration fees, and arranges accommodations when necessary.
• Maintains Policy Manual and under direction of supervisor, edits and supplies any necessary policy changes to the Board of Education. Keeps abreast of policies relating to personnel matters.
• Provides information via phone or computer to the Regional Office of Education concerning employee certification status or coursework.
• Receives and processes all correspondence concerning leave of absence from the District, medical leave, FMLA, sabbatical, etc.
• Provides clerical support and assistance to the Superintendent as needed.
• Handles recertification coursework and receives transcripts for administrators.
• Performs all duties as assigned by the Assistant Superintendent for Human Resources and other duties that will ensure the smooth and efficient operation of the school district and Human Resources Department.

QUALIFICATIONS:

EDUCATION

• High School diploma with administrative secretarial experience and training preferred.

EXPERIENCE

• Prior job-related experience with increasing levels of responsibility.

OTHER SKILLS AND ABILITIES:

• Organized.
• Excellent communication, presentation, and listening skills.
• Must be proficient in the use of the internet and email applications
• Must be proficient in the use of Google (Drive, Docs, Sheets, Calendar, etc.), Excel, PowerPoint, and Word.
• Must have the ability to multitask or work on several tasks within a given time.
• Must be able to relate to the public or parental concerns with effective communication skills and kindness.

TERMS OF EMPLOYMENT:

• Salary range: $50,000 to $70,000 depending on experience and skill set.
• Benefit information can be found on the Human Resources webpage.
• This is not a position within the collective bargaining unit and is not an administrative position.
• This is an exempt position.
• 12-month calendar; Clerical IV
• Salary is based on expertise and experience.

EVALUATION: Performance of this job will be evaluated in accordance with provisions of the Board’s policy on evaluation of professional personnel.

START DATE: ASAP

AN EQUAL OPPORTUNITY EMPLOYER

REVISED: November 2026