Executive Assistant (Temporary)

Chicago Public Schools (CPS) is the third-largest school district in the United States, serving over 325,000 students in 500+ schools and employing nearly 45,000 people, most of them teachers. CPS has set ambitious goals to ensure that every student, in every school and every neighborhood, has access to a world-class learning experience that prepares each for success in college, career, and civic life. In order to fulfill this mission, we make three commitments to our students, their families, and all Chicagoans: academic progress, financial stability, and integrity. Six core values are embedded within these commitments – student-centered, whole child, equity, academic excellence, community partnership, and continuous learning.

Job Summary

District-run CPS schools are organized into 18 networks, which provide administrative support, strategic direction, and leadership development to the schools within each network. This network support model is designed to support the unique needs of CPS elementary and high schools and their school leaders that focuses exclusively on their needs. Network 2 focuses on the elementary schools in the north geographic area of Chicago.

The Executive Assistant (Temporary) is primarily responsible for establishing and maintaining an environment that is respectful and responsive to students, parents, and community partners. In addition, the Executive Assistant will support the Chief of Schools by performing a variety of administrative duties associated with the overall operation of the Network.

The Executive Assistant (Temporary) will be held accountable for the following responsibilities:

• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs in a responsive, respective, and timely manner (i.e. within 24 hours)
• Open parent tickets and escalate Tier 2 & Tier 3 issues to the Parent Support Administrators to resolve
• Manage the schedule of meetings, activities, and deadlines for Chief of Schools
• Prepare and manage payroll, reimbursements, and purchase orders for Chief of Schools and Network staff
• Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material
• Responsible for confidential and time sensitive materials
• Oversee the ordering of office supplies and materials for Network; maintenance of school related financial records, and prepare documents for internal audits
• Handle day-to-day requests, as needed
• Must have knowledge of how to operate and navigate CPS applications: KRONOS, Verify, ORACLE, Dashboard and Google Drive application, critical to office and school supports
• Ability to work well in fast-paced professional environment and operates with a sense of urgency in accomplishing goals and objectives while maintaining a customer focus
• Experience managing multiple projects and simultaneous deadlines
• Experience with quickly prioritizing tasks and responsibilities to support needs of the Chief of Schools
• Strong attention to details and highly organized
• Excellent judgment and professionalism
• Proficient with MS Office Suite, Excel, PowerPoint, Oracle, and Kronos

In order to be successful and achieve the above responsibilities, the Executive Assistant (Temporary) must possess the following qualifications:

Type of Education Required

• High School Diploma or GED equivalent required
• Bachelor’s degree preferred

Type of Experience Required

• Minimum 3 years or more of experience working as an Executive Assistant for a Senior Level Executive preferred
• Minimum 3 years or more as a school clerk or network support staff preferred
• Exceptional verbal, written and interpersonal communication skills, with the ability to interact positively and professionally at all times with parents, students, external partners, schools, and CPS Departments

Knowledge, Skills, and Abilities

• Knowledge of how to operate and navigate CPS applications: KRONOS, Verify, ORACLE, Dashboard and Google Drive application, critical to office and school supports
• Ability to work well in fast-paced professional environment and operates with a sense of urgency in accomplishing goals and objectives while maintaining a customer focus
• Experience managing multiple projects and simultaneous deadlines
• Experience with quickly prioritizing tasks and responsibilities to support needs of the Chief of Schools
• Strong attention to details and highly organized
• Excellent judgment and professionalism
• Proficient with MS Office Suite, Excel, PowerPoint, Oracle, and Kronos

Conditions of Employment

As a condition of employment with the Chicago Public Schools (CPS), employees are required to:

• Establish/Maintain Chicago Residency - Employees are required to live within the geographic boundaries of the City of Chicago within six months of their CPS hire date and maintain residency throughout their employment with the district.