Building Secretary - Finance

Position Type:
Secretarial/Clerical/Secretary

Date Posted:
4/21/2026

Location:
Scott Elementary School
Job Title: Building Attendance Secretary
Reports To: Building Principal @ Mascoutah High School
FLSA Status: Non-Exempt
Work Days: 220 a school year (7.5 hour days with anticipated hours from 7:30am-3:30pm) - Available July 2026

Rate of Pay Range: Follows the 2026-2027 School Year Pay Schedule for Building Secretaries - $18.77-$24.27/hour plus Board paid IMRF and available benefit options. To be determined based on experience.

Are you a numbers person with a heart for education? Do you enjoy the satisfaction of a perfectly balanced budget and a flawlessly organized calendar? We are looking for a sharp, detail-oriented Building Finance Secretary to be the operational backbone of our elementary school. In this role, you aren't just managing spreadsheets you are ensuring our teachers have the supplies they need, our field trips are funded, and our school runs like a well-oiled machine for the sake of our students. The Finance Secretary is a vital leadership partner within the front office. You are the "anchor" who handles the essential business operations that allow our educators to focus on teaching.

JOB SUMMARY

To provide clerical and secretarial assistance to building administrators; conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees; and to coordinate work of other school clerical employees. Position will specifically work with financial programs, ordering and substitutes.


MINIMUM QUALIFICATIONS

• Any combination of education and experience providing the required skill and knowledge for successful performance
• Experience in financial management and administrative support roles (preferred)
• Effective communication skills (written & oral)
• Graduation from high school

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties of this position include the following. Other duties may be assigned.

1. Prepare purchase orders for the purpose of submitting to the school district's accounting/finance office.
2. Prepares accounts payable transactions and reports.
3. Work with Skyward financial programs for purchases and expenditure reporting for the building.
4. Maintain staff attendance through Attendance Management system and substitute accounts.
5. Prepares, copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees regarding activities, events or other work-related matters.
6. Assists in planning and scheduling school events and activities, and maintaining calendar of school and students events for the purpose of coordinating and scheduling events such as orientation, open house, field trips, sporting events, assemblies, conferences, etc.
7. Assists in maintaining documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance.
8. Assists in maintaining inventories of supplies and materials for the purpose of ensuring items' availability.
9. Assist visitors to the office, including students, parents, substitute teachers, and others.
10. Answers telephone calls, and provides information and assistance to callers.
11. Distribute incoming mail appropriately; send outgoing mail.
12. Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
13. Registering new students, making sure forms are completed, obtaining transcripts and other documentation as needed, and entering data into the computer system regarding enrollment and student records (e.g., transportation, free and reduced lunch program, attendance, withdrawals).
14. Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.

Knowledge, Skills and Abilities

• Ability to describe problems and work orally or in writing to the supervisor as required.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply and divide, and perform arithmetic operations.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Powerpoint, the Internet, Outlook, electronic mail).
• Ability to problem solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees and others.
• Ability to be organized, maintain accurate records and process time management skills.
• Ability to work well with teachers and parents.
• Knowledge of office management procedures.