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Job Summary: 

Ensure the efficient operation of the superintendent’s office and provide clerical services to the superintendent and Board of Education. Work under general supervision, handle confidential information and frequent contact with all levels of district employees, outside agencies, and the general public.
The Executive Secretary support and assists the Superintendent in providing the quality services to students, staff, principals, board members and the community.   The primary responsibilities of the Executive Secretary are as follows:
  • Responds to inquiries by providing information in accordance with established procedures and policies, while referring problems requiring technical answers to appropriate administrator.
  • Coordinates the preparation of the Board of Education agenda; assures proper content, format, order and supporting documentation; confers with submitting departments as needed regarding revisions and corrections; incorporates materials into resolution form for presentation to the Board; attends Board meetings.
  • Prepares and gives public notice of all meetings of the Board to appropriate publics.
  • Oversees and coordinates the preparation of official minutes of Board meetings; maintains official record of the minutes.
  • Maintains budgets for the Board of Education and the Superintendent’s Office.
  • Contacts members of the Board of Education as directed by the Superintendent to coordinate meetings and correspondence.
  • Conducts initial interviews on the phone or in person with students, staff, and parents; receives and resolves complaints as appropriate or refer matters to proper personnel.
  • Provides support to the Superintendent in the coordination of district programs and services.
  • Provides support and assistance to the Superintendent in preparing curriculum materials, state reports, in-service programs, and presentations by the Superintendent, including materials preparation, facility preparation, correspondence, confirmations, and follow-up communication.
  • Provides assistance in the general secretarial and clerical tasks required to assure quality services for our internal and external clients.
  • Provides assistance to other Professional Staff members as directed by the Superintendent, the Principals or as appropriate. Demonstrates leadership skills for overall effectiveness of School.
  • Attends school and community meetings, workshops and conferences as determined by the Superintendent.




  • High School Diploma or equivalent required; Associate or Bachelor’s Degree is preferred with an emphasis in English, communications, public relations, community education, or business administration;
  • Five years’ work experience as a secretary, preferably in a public school or district level setting; three years of secretarial and leadership experience in the school Board/Superintendent environment preferred;
  • Ability to establish and maintain effective working relationships with Board members, staff, and the school community;
  • Considerable knowledge of standard office clerical and administrative practices, processes and equipment, including data gathering, and maintaining information and records, and applying basic math;
  • Ability to effectively interface with individuals or groups of people representing various backgrounds and disciplines;
  • Strong communication, public relation, and interpersonal skills;
  • Ability to communicate clearly and concisely in both oral and written form using a variety of communication techniques and tools to ensure the appropriate flow of information, collaborative efforts, and feedback;
  • Ability to compose correspondence, reports, and/or other required written materials;
  • Ability to read, analyze, and interpret information;
  • Ability to effectively present information and respond to questions, inquiries, and/or complaints;
  • Displays courtesy, tact, and respect when dealing with others;
  • Ability to interpret a variety of instructions and information furnished in written, oral, diagram, or schedule form;
  • Ability to identify and define problem(s), collect and analyze data, establish facts, and draw valid conclusions;
  • Maintains appropriate confidentiality;
  • Promotes a harassment-free environment;
  • Establishes and maintains effective working relationships; demonstrates a commitment to teamwork;
  • Must be skilled in word processing and data base software/systems;
  • Proficient in MS Word, Power Point, and Excel;
  • Ability to learn and utilize office equipment, computers, and software especially as systems are updated;
  • Ability to react well under pressure, handle and balance multiple demands at one time, work with frequent interruptions, and perform duties and tasks at expected levels of professionalism;
  • Extensive knowledge of and ability to perform duties in compliance with all district, Board, state and federal laws, methods, requirements, policies, procedures, and activities pertinent to the duties of this position;
  • Ability to work independently with minimum supervision;
  • Ability to prepare and maintain accurate files and records;
  • Ability to meet strict deadlines.


Salary and Benefits: 

  • Starting salary of $56,000 - $63,500, commensurate with experience;
  • The District offers a competitive benefits package;
  • An employee assistance program offered to employees and their immediate families;
  • Work Hours: 9:00 a.m. to 5:00 p.m.

Additional Notes

Work Conditions:


  • Work Hours: 8:00 a.m. to 4:30 p.m.
  • 12 month position.

How to Apply

Application Procedure: Submit application on-line www.district130.org


Cook County School District 130 is an Equal Opportunity Employer.

Link to District/Third Party Online Application Web Page


Job Posting Date


Start Date