District Office and Board Recording Secretary

District Office And Board Recording Secretary

Work as a member of a highly cooperative District Office Team to help ensure the efficient operation of the district office by performing a variety of clerical services to support a variety of district functions, including but not limited to human resources and employment, purchasing and receiving, communications, student services, and community relations. Provide quality support services across all interest groups served by the district, including but not limited to, all levels of district employees, outside agencies, and the general public. Play a key role as part of the District Office Team that works to support school administrators, certified teaching staff, and educational support personnel, to keep the district motto top of mind; Children at their Best! The District Office Secretary also functions as the Board Recording Secretary and works directly with the superintendent and members of the District Office Team and Board of Education to ensure efficient and highly productive Board meetings.

Reports to: Superintendent

Location: District Office

Annual Salary: Starting salary of $60,000 or commensurate with experience.

Schedule: Full-time, annual calendar. Typical daily work schedule 7:30 a.m. - 4:00 p.m.

Note: Rolling interviews expected to be scheduled after posting and until position is filled.

Qualifications, Required Knowledge, Skills, and Abilities:

• Two years of college education, Associates Degree, or 30 hours of education/training beyond a high school diploma, or five years successful employment as a school secretary in another district of comparable size
• Ability to maintain confidentiality of employee, student, school board, and other sensitive information
• Ability to attend work regularly and punctually and complete duties in a timely manner with attention to detail
• Skilled in the use and integration of Google Apps for Education as well as Microsoft Office products
• Familiarity and demonstrable skill with website design, document posting, social media posting
• Ability to maintain a complete record system and organize data and prepare reports from such records
• Considerable knowledge of modern office practices
• Ability to work effectively with students, administrators, staff, parents, with strong interpersonal and public/community relations skills and a desire to develop positive relationships with colleagues
• Strong organizational and clerical skills; detail-minded; ability to stay on task and work without supervision
• Excellent communication skills and the ability to follow written and verbal directions
• Ability to work independently on projects and assignments and as part of a team

Essential Performance Duties and Responsibilities for District Office Secretary:

• Represents the School District with a positive attitude at all times
• Greets visitors and provides assistance as a school office receptionist with a focus on customer service and problem solving
• Manages District Office main phone line for general communication/inquiries and coordinates service and response effort with other District Office Team members
• Coordinates effort with and assists other personnel as required (custodial, transportation, kitchen, nurse's office, certified and non-certified staff) to meet school and district goals
• Responds to inquiries regarding policies, procedures, and programs
• Maintains strict confidentiality with school/employee records/information
• Creates correspondence, memorandums, reports, and notices. Opens mail and performs related filing
• Prepares and mails student birthday cards weekly
• Maintains confidential personnel files of district employees
• Creates and posts job vacancy notices as directed (internal and external job postings)
• Administers employment forms to new hires via Frontline Central
• Administers Open Enrollment and Employee Benefit forms, related communication, and data entry for benefits selected in coordination with Payroll/Accounts Payable Coordinator
• Administers and processes employee FMLA paperwork
• Processes employment paperwork and follows up to make sure personnel files are in compliance with requirements as set by the ROE and ISBE
• Creates new employee Contracts for Employment and distributes contractual agreements upon acceptance
• Runs criminal background checks on new employees
• Runs state and federal sex offender background checks on new employees and volunteers as requested/required
• Tracks continuing education credits of teachers used towards salary and lane change advancement and coordinates with Payroll and Accounts Payable Coordinator to ensure appropriate reimbursement and salary adjustments
• Record keeping of benefits plans participation such as insurance and pension plan, personnel transactions such as hires, promotions, transfers, performance reviews, and terminations, and related employee data for reporting
• Assists in creating annual school calendar for BOE approval, posting and distribution to staff
• Submits annual, amended, and final school calendars to ROE and ISBE as needed
• Generates GEA Contract for final posting/sharing
• Maintains Recruiting & Hiring and Absence Management web-based personnel systems
• Generates Professional Evaluation System documents/files for certificated staff as needed
• Supports district administrators with the preparation of staff sign-in, training materials, evaluation and evidence of completion forms for professional development sessions, including records for the ROE and ISBE
• Prepares (annual) Teacher Service Record (TSR Report) and other state reports as directed
• Generates quarterly regional reports of Students No Longer Enrolled In School for the ROE
• Manages Teacher Recertification assists teachers with certification renewal
• Assists with the processing of District e-newsletter/Community Update
• Writes and publishes/posts news releases via district website or as directed and assists other school office and related staff with posting information on the District's website
• Makes banquet, seminar, meeting and other special event arrangements on and off site as needed
• Handles registration for workshops and conventions, including travel arrangements for board members and superintendent
• Creates/updates district forms
• Maintains and posts teachers' and support staff Seniority List
• Maintains Employee Service Record and RIF List (S.B. 7), and required teacher evaluation, performance ratings, groupings, and local qualifications
• Prepares annual administrator and special contracts for employment
• Records Management Organizes records for destruction and submits Application for Records Disposal to Illinois Archives for approval to dispose of same
• Supports district administrators with the completion, filing and maintenance of student temporary records, including IEPs and 504s
• Maintains substitute teacher files: updates forms, and handbook
• Maintains Personnel files and district archives
• Assist in the development and submission of required reports for the local and state Board of Education (e.g. attendance, salary and benefits reporting, transportation, contract services, etc.)
• Work directly with school-office and district-office staff to maintain an updated student database (local and state); including monthly and end-of-year summaries/state reports; student programming/testing; summer school; pre-school; and transportation
• Generates: School staffing and Retiree listing Board of Education/Administrative staff contact listing Support Staff/Bus Driver/Substitute Handbooks
• Assists in all phases of Compliance Visits (ROE or otherwise)
• Attends job-related professional development courses/seminars
• Assists school front office staff as needed in scheduling and executing building use agreements and records and invoicing procedures
• Assists school front office staff in verifying student residency during enrollment, including working with families to complete Affidavits of Residency
• Compiles contact list for 10% of families randomly selected to re-prove residency each year and mails notice home; coordinates with school front offices to track residency completion
• Performs such other tasks and assumes such other responsibilities as the supervisor may assign

Essential Performance Duties and Responsibilities for Recording Secretary to the Board of Education:

• Represents the School Board with a positive attitude at all times
• Carries out duties requested by the Board of Education pertinent to the operation of the District
• Maintains strict confidentiality with Board records/information
• Compiles Board meeting agendas
• Assists the superintendent and board president in formulating the agenda for board of education meetings; compiles data from other departments to prepare board meeting packet, prepares board meeting agenda for posting on website; posts board meeting agenda as required
• Ensures posting of board meeting packets for Board members,