Secretary to the Departments of Teaching and Learning

Waukegan Community Unit School District No. 60 Secretary

Waukegan Community Unit School District No. 60 serves nearly 13,000 students in preschool through grade 12 and is located halfway between Chicago, Illinois and Milwaukee, Wisconsin on the shores of Lake Michigan. The District has 1 early learning center, 15 elementary schools, five middle schools and a high school program divided between two 9th 12 grade campuses. The District encompasses portions of Waukegan, Beach Park and Park City. The Waukegan Community Unit School District No. 60 has set an ambitious agenda for change, guided by the belief that all children, regardless of circumstances, can achieve at high levels and academic gaps can and will be eliminated with the support of teachers who deliver engaging, relevant, and academically rigorous instruction that excites students and instills a love of learning in them.

The Secretary will be directly responsible to the Director of Teaching and Learning, and indirectly responsible to Assistant Directors Pre-K - 5 and 6 - 12, Postsecondary.

General Duties:

• Perform a wide variety of confidential and complex secretarial, clerical, and record keeping functions necessary for the efficient operations of the Department.
• Keep an electronic calendar for the Director.
• Faxing and/or typing of memos, schedules, contracts, reports, and general copying tasks.
• Check and distribute mail twice daily.
• Answer phones and emails and communicate/route messages in a timely manner.

Specific Duties:

• Prepare, track and enter approved requisitions for instructional materials/supplies and disseminate to staff.
• Maintain all files and records in a legible, accurate, organized manner.
• Support professional development systems for all staff in Frontline Staff Development System
• Attending meetings as requested and record minutes as needed.
• Act as a liaison between the public and the office in such a manner as to present a positive image of the total school district.
• Promote educational enterprise through service to visitors, parents, students, teachers, and administrators.
• Assist in scheduling appointments as necessary.
• Maintain office equipment and process service requests and/or replenish materials when necessary and within budget allocations.
• Attend any and all training necessary to learn new technologies and skills requested by the Director.
• Maintain fiscal record keeping for local and/or grant accounts as assigned, including; entering expenditures, ensuring all items are received, processing invoices and preparing paperwork, work collaboratively with Accounts Payable to troubleshoot any discrepancies related to fiscal expenditures.
• Assist in the preparation and execution of other activities occurring within the Department/Division as assigned. Such as: professional development, student assessment, barcoding, summer programs, etc.
• Schedule facilities for workshops and meetings.
• Assist the Director in collecting data relating to curricular areas.
• Assist with the processes for instructional materials, selections and adoptions of curriculum and in the distribution of curriculum from the Pre-Kindergarten through 12th grade level.
• Keep accurate records of the budget the Director is assigned.
• Provide secretarial support for staff within the Department (Fine Arts/World Language, PD/OTA)
• Assist with providing support for staff as needed within the Department (Literacy, Math, Science, Social Studies, MTSS)
• Perform other jobs related duties as assigned.

Qualifications:

• Commitment to the belief that all children, regardless of circumstances, can achieve at high levels.
• Good communication, organizational, computer, and interpersonal skills required.
• Preferred ability to work with data from multiple computer environments, including but not limited to: Windows and/or Apple computers, student information management systems, financial management systems, email and calendar systems, and web-based applications.
• Effective and efficient word processing skills with knowledge of Google Apps and Microsoft Office suite of programs.
• Demonstrated ability to multitask effectively and prioritize strategically.
• Ability to care for minute details and editing skills to ensure reliable and accurate results; verifying information for accuracy.
• Ability to do record-keeping, prioritize and work independently with minimal supervision and follow oral and written instructions.
• Ability to successfully work in a collaborative environment.
• Ability to interact with teachers, parents, outside agencies, and central services staff.
• Ability to plan, organize, schedule, and manage documents in a timely and effective manner.
• Pass the District Secretarial proficiency assessment(s).

Waukegan Community Unit School District 60 offers employment opportunities without regard to age, gender, race, color, national origin, religion, marital or military/veteran status, sexual orientation, pregnancy, parental status, genetics, disability or other protected category.