Executive Secretary

Superintendent's Secretary

This position is responsible for providing administrative support to the Superintendent and School Board of Education to assist with efficiently operating the district.

Duties

1. Operates office equipment such as fax machines, copiers, etc. Maintain supplies and maintenance on postage machine and scan / stamp building mail as submitted to DO. Disperse to Post Office daily.
2. Answers the telephone and gives information to callers, takes messages, or transfers calls to appropriate individuals. Provide other office support as needed to district office staff.
3. Transcribes dictation of various types, including correspondence, reports, notices, and recommendations. Composes, types, and distributes meeting notes, routine correspondence, and reports.
4. Greets visitors, students/staff and callers, handles their inquiries, and directs them to the appropriate persons according to their needs. Maintain yearly updates of District Forms and information for staff as needed.
5. Opens, reads, routes, and distributes incoming mail and other material, and prepare answers to routine letters. Reviews work done by others to check for correct spelling and grammar, ensures that district format policies are followed, and recommends revisions. Drafts routine unofficial correspondence as directed by the Superintendent.
6. Completes forms in accordance with school district procedures. Sets up and maintains paper and electronic / paper filing systems for records, scheduling, correspondence, and other material. Makes copies of correspondence and other printed material as needed.
7. Performs basic payroll and accounting type tasks as required, including gathering and depositing funds.
8. May be required to perform other tasks as assigned by the Superintendent or the Board of Education.
9. Facilitate and organize the creation and purchase of annual district calendar based on official school dates voted by board and event dates from building administration. Coordinate Photo transfer and create file for Adcraft usage. Facilitate purchase and dispersal by district deadline.
10. Reviews inventory of supplies for District Office and Training Center, order as necessary, and re-stock supply closet when items are received. Maintain District Forms inventory for Buildings. Submit summer supply orders for buildings based on yearly Office Supplies Inventory order form submitted each year.
11. Shared responsibility of Purchasing for Title I / Curriculum building orders, Special Services teacher supply orders, Regular Ed teacher supply orders, Technology inventory supply orders and others as needed. Type and submit completed purchase order to SDS system and file as per procedure. Follow up on orders as needed or upon request.
12. Register Teachers for Professional Development when approved and submitted. Follow through with hotel arrangements if needed and communicate with staff. Submit file copies to necessary parties per procedure including employee file copy.
13. Facilitate AESOP/FRONTLINE yearly updates for District with sick and personal days, job changes and buildings changes as needed. Coordinate with Sick Leave file records. Facilitate employee access set up and communication. Monitor and update credential dates and notifications. Coordinate building concerns or operational issues as an organizational user of AESOP/FRONTLINE and communicate solutions from AESOP/FRONTLINE if necessary with building secretarial staff.
14. Maintain new substitutes in AESOP/FRONTLINE as well as district file. Monitor and update credential dates and distribute yearly substitute mailing. Remove inactive subs as needed.
15. Maintain new and existing staff in ACCESS database as main source of reporting regarding all things employees for all reporting, labels, and credentials and general employee data. Run reports as needed for admin or other.
16. Maintain Internal District Reporting as needed Enrollment, Employee List and New Hire list.
17. Responsible for maintaining locked confidential personnel files on all certificated and non-certificated employees current and retired. Notate updates yearly and file employee correspondence as needed. Maintain Credential files on Certified staff notating in Access and AESOP/FRONTLINE. Communicate with buildings and bookkeeper regarding new and departing employees, changes and updates in pay scale acquired from advanced training or job change and corresponding benefits. Process yearly employee contracts from spreadsheet submitted from Finance Director organize and file. Create and distribute Extra Curricular contracts as needed and process updates in all categories as needed for examination from district auditor. Prepare and Submit New Certified Files for annual ROE audit. Provide support to Director of HR as needed with regard to personnel correspondence and files.
18. Complete annual ISBE EIS reporting per schedule / deadlines indicated by ISBE. Secure additional information from district parties as needed to meet deadlines.
19. Assists in the preparation of the agendas setting forth all known items of business to be considered at the Board of Education meetings and supervising the delivery of the agendas to Board members preparation and set up for board meeting as needed with corresponding documentation loaded on Board Docs for easy viewing. Complete and update as needed the Script for board secretary prior to board meeting.
20. Keeps and maintains full and accurate minutes of all meetings of the Board of Education. Finalize and type regular board minutes, special board minutes and committee meeting minutes from completed script and load onto Board Docs. Signed minutes to be kept on file for auditor along with other pertinent documentation as requested by Superintendent. Maintain Board of Education history file and update accordingly.
21. Maintains a schedule of appointments and makes arrangements for conferences and interviews as needed.
22. Interview preparation and correspondence on resignations and new hires process and follow-through on-boarding process steps and communication with necessary parties secure documentation and credentials for personal file as needed for hiring process. Provide feedback to HR director and district / building admin on new employee status.
23. Schedules, coordinates, and follow up on all required travel arrangements, bookings, and/or social requirements for the Superintendent and Board of Education as needed.
24. New Teacher Orientation correspondence and preparation in conjunction with Director of Curriculum. Organize new teacher Information packets for orientation.
25. Update annual District Forms and submit originals and copies to each building prior to the start of each school year Book Fee Waiver, F & R Lunch Form, District Affidavit.
26. Maintain dropped student record Cums, Health and perm record files. Rotate yearly as indicated by 105 ILCS 10 / Illinois Student Records Act and box as needed. Distribute returning student records to buildings as needed.
27. Provide additional support as needed to all departments/Admin in the District Office.

Qualifications

1. High School Diploma or equivalent required.
2. Knowledge of Microsoft Office programs including Word, Excel, Access, Publisher and Powerpoint, etc.
3. Ability to lift and carry up to 20 lbs.
4. Ability to push/pull up to 10 lbs.
5. Ability to communicate to students, parents and staff in an acceptable/courteous manner.
6. Must have excellent oral and written communication skills to work with teachers, education support personnel, building administrators and the general public.
7. Enforce school regulations and policies in a professional manner with an emphasis on maintaining confidentiality.
8. Ability to maintain good working relationships with fellow employees and pupils.
9. Must be able to multi-task with good organizational skills.

Scheduling

The work hours for this position are 8:00 a.m. to 4:00 p.m. The schedule is subject to change with district demands. Overtime is required when requested.