Duties

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
• Greets visitors and provides assistance with a focus on customer service and problem solving 
• 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
• Common work tasks include assisting District Office Staff with the following:
• 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: 

1. School staffing and Retiree listing 
2. Board of Education/Administrative staff contact listing 
3. 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, administrators, GEA president, and the press as required 
• Attends Board of Education/Executive/Special meetings (as required) 
• Takes notes and prepares Board meeting minutes and executive session minutes; maintains files of minutes; keeps files accessible to public according to the Freedom Of Information Act (FOIA ) 
• Keeps a full and accurate record of all board meetings, special meetings, and executive session meetings in the permanent board of education book of minutes
• Semi annually prepares list of executive sessions minutes for release to the public for board approval 
• Represents the District as the FOIA (Freedom Of Information Act) and OMA (Open Meetings Act) delegate; secures requested materials and prepares response to FOIA request letters
• Performs School Board elections duties in accordance with the Consolidated Election Laws
• Delivers special communications to Board members via email
• Creates correspondence, reports, notices and handles related follow-up and filing 
• Maintains Board community/committee assignments, planning calendar/annual cycle of events
• Publicity coordinator: Writes news releases for special Board events (as directed)
• Maintains Board Policy Manual including district website posting
• Coordinates Board of Education meetings, makes training/conference/banquet arrangements
• Sends condolence/congratulation cards/gifts on behalf of the Board
• Carries out other duties as requested by the Board pertinent to the operations of the district ?

Qualifications

1. 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
2. Ability to maintain confidentiality of employee, student, school board, and other sensitive information
3. Ability to attend work regularly and punctually and complete duties in a timely manner with attention to detail 
4. Skilled in the use and integration of Google Apps for Education as well as Microsoft Office products
5. Familiarity and demonstrable skill with website design, document posting, social media posting
6. Ability to maintain a complete record system and organize data and prepare reports from such records
7. Considerable knowledge of modern office practices
8. 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
9. Strong organizational and clerical skills; detail-minded; ability to stay on task and work without supervision
10. Excellent communication skills and the ability to follow written and verbal directions 
11. Ability to work independently on projects and assignments and as part of a team
12. Responsible, tactful, ethical, a demonstrable interest in continuous improvement in the work environment, with strong initiative, a clear ability to troubleshoot, problem solve, and perform multiple concurrent tasks

Salary/Benefits

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

Additional Notes

Physical Demands: While performing the duties of this job, the employee is regularly required to see, talk, hear, stand, sit, reach, walk, type/keyboard and lift light boxes of materials.  Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus.

Work Environment: In the work environment, the employee is regularly exposed to video/computer monitor displays and regularly works inside a typical interior office environment, which includes wireless access points, climate control, and typical office-building lighting.  The noise level in the work environment is usually quiet and does involve unscheduled interruptions. 

Terms of Employment: Twelve-month employee (12-month ESP/IMRF). Wage/Benefits: commensurate annual salary and benefits according to the ESP Handbook and in alignment with other District Office ESP. Salary to be established by the Superintendent and approved by the Board.  Illinois State Law mandates criminal background check and fingerprinting. 

Fair Labor Standards Act (FLSA) Status: Exempt.

Evaluation: Performance of this job will be evaluated in accordance with provisions of the Board’s policy on Evaluation of Support Services Personnel (ESP).   

The statements in this job description are intended to describe the general nature and level of the work to be performed by (an) individual(s) assigned to this position.  The statements are not an exhaustive list of all duties and responsibilities related to the position. This job description will be reviewed periodically as duties and responsibilities change with necessity and school board policy and procedures. Essential and marginal job functions are subject to modification.

Link to District/Third Party Online Application Web Page

https://www.applitrack.com/gower/onlineapp/default.aspx

School District

www.gower62.com

Position Website

https://www.applitrack.com/gower/onlineapp/default.aspx

ILearn Link

ILearn

Report Card Link

District Report Card