Substitute Secretary

Secretary - Buildings

The building secretary is responsible for ensuring the efficient operation of the school office, supporting the needs of students, staff, and administration. This role requires discretion in handling sensitive student information and a positive, collaborative approach when interacting with others, demonstrating tact, patience, and courtesy.

Key Responsibilities:

• Perform a variety of clerical and administrative tasks to support school operations.
• Assist with the school registration process for new and returning students.
• Handle accounts payable tasks, including monitoring petty cash, collecting fees, preparing daily deposits, and assisting with school orders.
• Maintain student records and ensure confidentiality of all student/staff concerns.
• Monitor locked doors and greet visitors.
• Answer and route incoming telephone calls.
• Type forms, photocopy materials, memos, newsletters, etc.
• Complete school mailings and maintain/update the school calendar, including sports and events.
• Request records for new students and send records for transferring students.
• Assist with report cards and progress reports.
• Maintain an organized office space and prepare instructional materials.
• Keep bus/after-school care lists updated and address route bus issues.
• Distribute mail and manage office supplies (ordering, storage, and distribution).
• Assist with scheduling substitutes and managing daily student attendance (including parent follow-ups).
• Assist building administration with student referrals.
• File substitute and staff time sheets.
• Schedule room use for evening activities.
• Provide general assistance to students, staff, parents, and the community, including stepping in for school clerical staff or nurses when needed.
• Follow the District Code of Ethics and adhere to published policies and procedures.

Additional Responsibilities:

Additional tasks as assigned.

Physical Activity: The role requires frequent sitting, walking and standing.

Work Environment: The work environment is generally stable, with minimal exposure to unusual temperatures, noise, or hazards. The position requires extended and non-traditional hours to fulfill job duties, as well as participation in organization-sponsored events and meetings.

Qualifications:

High School diploma. Secretarial experience, preferably in a school district. Computer skills including knowledge of Excel, Word, and Google. Working knowledge of office procedures, equipment, and record keeping. Excellent interpersonal and communication skills. Integrity, flexibility, and ability to maintain employee and student confidentiality.

Terms of Employment: 202 days per year, 7.5 hours per day. Steger Primary Center and Steger Intermediate Center 7:00 a.m. to 3:30 p.m. Columbia Central 6:30 a.m. to 3:00 p.m. (1 secretary) 7:00 a.m. to 3:30 p.m. (2 secretaries) Twelve paid sick days Four paid personal days Salary and insurance as negotiated.

Evaluation: The performance of this role is evaluated according to the Board's policy on evaluating professional personnel by the building principal.