Administrative Assistant


Administrative Assistant

  • Location : Elgin Math and Science Academy
  • Position title : Administrative Assistant
  • Contact : Mel
  • Phone : 217-883-0701
  • Email :
  • Website :
EMSA's Administrative Assistant will manage a customer friendly, well-organized and efficient office.

Elgin Math and Science Academy Hiring an Administrative Assistant
The Elgin Math and Science Academy Charter School (EMSA, opens August, 2018 to all students residing in the U-46 attendance area in kindergarten through third grade for our inaugural year.
EMSA is seeking a compelling, committed, and resourceful Administrative Assistant that will help to establish positive relationships with students and families. EMSA’s Administrative Assistant will manage a customer friendly, well-organized and efficient office.
The successful candidate in this role will reinforce EL Education’s Core Practices as the foundation of our mission to ensure remarkable academic achievement, character development, and community involvement for all students. At EMSA, students and teachers will reach their highest potential through active exploratory learning and social responsibility in which:
• Individuals of all backgrounds and abilities are welcome
• Children’s natural curiosity is nurtured
• Students become leaders of their own learning
• Teachers and students hold high standards
• Critical thinking is central to math and science
• Students develop skills to be responsible individuals
An EMSA Charter Crew Member will:
• Operate with the understanding: Diversity is a fact, Inclusion is a behavior, Equity is the outcome
• Work collaboratively with all members of the learning community to build relational trust and foster a growth mindset for all through modeling, by taking professional risks, owning mistakes, and being metacognitive about their own growth and revision
• Model EMSA’s habits of scholarship in word and action and effectively build a positive school culture that promotes self-discipline
• Challenge, engage, inspire and empower all students with the Wow and Wonder of EL Education
• Practice reflective and synthesizing professional practices to allow for a deeper understanding to manifest for implementation with the highest levels of fidelity
• Cultivate strong partnerships with families; all words and actions demonstrate a commitment to inclusion, belief in all students’ capacity to succeed and a desire to create an amicably beneficial situation for everyone
• Actively engage families and the community with expeditionary outcomes and critique of authentic student work
An ideal candidate is someone who:
• Has strong work ethics
• Is well organized and self-directed
• Works well with students, parents, and colleagues
• Is able to give and take direction when appropriate
• Is detail oriented, has a professional attitude, and is reliable
• Possesses strong problem solving skills, basic accounting principle knowledge, documentation skills, research and problem solving skills, data analysis skills, and multi-tasking skills
• Communicates effectively verbally and in writing
• Interacts with employees in a professional manner
• Works independently and with a team in a fast-paced and high volume environment with emphasis on accuracy and timeliness
• Maintains confidentiality of administrative processes and student information
• Works effectively as part of a team

As an EMSA Administrative Assistant you will:
• Serve as administrative assistant to the Principal. Duties include, but not limited to, writing and preparing correspondence, mailings, copying, organizing, ordering, scheduling appointments, filing school documents, managing telephone messages, and performing other related office activities
• Develop and maintain building forms and records as required
• Maintain a professional, neat and friendly office atmosphere
• Maintain confidential files and records as the records custodian
• Sort and deliver mail/packages to staff. Coordinate the purchasing process of supplies and materials by initiating purchase orders, reconciling deliveries, maintaining inventories, and delivering products to staff
• Meet individual needs of students and families, treating them with dignity and respect
• Provide excellent customer service
• Provide accurate information to the general public and students regarding school services and related programs
• Assist with other projects as needed and as assigned by the Principal
• Secure and assist substitute personnel and itinerate teachers with their room assignments for the day
• Answer the phone and assist students and the public with any and all needs
• Manage office equipment, including the phone system (voicemail), copy machines, and fax
• Monitor security entrances
• Prepare staff and student announcements
• Maintain inventory of building keys and distribute keys as directed by the Principal
• Assist with school registration
• Maintain faculty attendance/absence reports
• Assist the principal with budgeting items (ordering, receiving, recording, reporting)
• Have the ability to obtain and communicate information clearly. Receive and relay telephone messages to appropriate personnel
• Assist with the development and implementation of the Crisis Management Plan
• Produce the school yearbook
• Attend staff meetings and record minutes as needed
• Update the school’s website as the webmaster
• Food service reconciliation and collections
• Prepare deposits for the Principal
• Manage and maintain the school information system and create reports for the Principal
• Manage student absence, make phone calls to parents, and send truancy letters
• Follow all state and federal laws and school policies
• Work as an effective team member with sometimes fluid roles

• High school graduate
• Strong technology skills with proficiency with Microsoft Word and Excel
• Strong spelling and grammar skills
• Communication and interpersonal skills to engage in a highly collaborative school environment
• Ability to develop relational trust with students, families, staff, and other community stakeholders
• Ability to tactfully and effectively deal with the public and staff at all levels in a personable and professional manner
• Fluent in Spanish and English
• Expertise in working with English Language Learners
• Expertise in working with low-income populations

Hiring Timeline and Application Process
We seek to hire an Administrative Assistant for an August, 2018 start. Applications will be accepted and reviewed on a rolling basis beginning January, 2018. To confidentially apply, please send a Cover Letter and Resume/Curriculum Vitae to

Anti-Discrimination Policy and Commitment to Diversity
EMSA seeks individuals of all backgrounds to apply for this position. We are committed to maximizing the diversity of our organization and want to engage all those who can contribute to this effort. EMSA provides equal employment opportunities for all applicants and employees and prohibits discrimination with respect to the hiring or promotion of individuals, conditions of employment, disciplinary and discharge practices, or any other aspect of employment on the basis of gender, race, color, ethnicity, disability, or any other factor which cannot lawful be used as a basis for an employment decision.