Middle School Principal Secretary C

Function / Position Summary
Provide administrative support to the principal, prioritizing tasks daily or as assigned, meeting assigned timelines. Work with the administrator to ensure the efficiency of daily school/department operations as assigned. Serve as the communication liaison between the administrator and district stakeholders, upholding School District U-46 ICARE Standards, consistently providing professional and courteous customer service in a timely manner. Maintain confidentiality of student, staff and department information within the school and community.

Job Duties / Responsibilities

• Schedule and coordinate calendars, meetings, and appointments for the Administrator on a daily basis. Prioritize tasks to meet timelines on a variety of projects (as assigned).
• Responsible for general office duties including answering phones, greeting and directing office visitors; assisting and supporting staff. Screen phone calls, transferring to appropriate party.
• Receive and sort correspondence for and/on behalf of the supervising Administrator including the original "draft" of memos, forms, newsletters, reports, and other correspondence and the dissemination thereof (as assigned).
• Organize department files, prepare bank deposits, deposit monies, write checks with documentation for payments, prepare for yearly financial audits and organize and compile weekly/monthly/annual reports and/or reconciliations as directed by the Administrator.
• Maintain verifiable department inventory reports and order supplies as needed and approved by supervising Administrator.
• Facilitate the efficient placement of substitutes (as needed).
• Serve as timekeeper to ensure timely and accurate absence management or workforce data processing for building or department staff (as assigned).
• Lead and/or participate with student registration and enrollment (as assigned).
• Prepare, update, and/or maintain confidential student and/or department files.
• Schedule and coordinate all functions to ensure the proper preparation in advance of school and/or public events assigned.
• Other duties as assigned.

Education

• High School diploma or equivalent required.
• Associates degree preferred.

Experience / Knowledge

• Five (5) years of secretarial experience, preferably in an educational setting.
• Bilingual English/Spanish written/verbal preferred.
• Working knowledge of Microsoft Office suite and Google applications.
• Ability to manage multiple concurrent projects, setting priorities to meet assigned timelines.
• Familiar with online student information systems (i.e. Infinite Campus) preferred.

Physical Demands

• Ability to work on a computer/telephone over the major portion of the day.
• Ability to lift up to 25 pounds.

SECRETARIAL CLASSIFICATION CRITERIA
(As defined in the 2022-2026 Agreement between District U-46 Secretarial Association and the Board of Education)

Classification A (Proficiently demonstrates all criteria listed)

• Ability to communicate and interact with staff and co-workers in a professional manner
• Demonstrates positive customer service skills
• Demonstrates confidentiality
• Ability to work independently
• Ability to prioritize tasks
• Demonstrates organizational skills
• Keeps accurate filing
• Maintain appropriate inventories and online file management
• Able to use office machines (ex. laminator, fax, intercom, phone, copier)
• Accurate typing/keyboarding
• Working knowledge of computer programs
• Willingness and ability to learn

Classification B (Proficiently demonstrates all criteria listed, Including classification A)

• Perform reception duties
• Perform student attendance duties
• Utilize excellent written and verbal communication skills (parents, staff and students)
• Responsible for tracking and balancing building/department expenditures (if applicable)
• Working knowledge of computer program Word and Excel
• Willingness to learn and become proficient in advanced applications and specialized computer programs (Mail Merge, Student Information Systems, Business Portal, etc.)

Classification C (Proficiently demonstrates all criteria listed, including classifications A and B)

• Demonstrates appropriate decision making in support of or in absence of director or supervising administrator
• Knowledge and ability to perform necessary tasks to ensure the smooth operation of the district level department/building
• Proficient in specialized computer programs and applications.
• Responsible for creating and initiating written and verbal communication (community and district officials/representatives)
• Responsible for maintaining director or supervising administrator calendar/schedule (if applicable)
• Responsible for office management, environment, staff, finances (banking and financial software)
• Ultimately responsible for coordination, organization, facilitation of district level department/building

Terms of Employment

• This is a 12-month DUSA position.
• Salary and benefits as established by the Board of Education.

Additional Information:

• 8 Hrs/Day (FT)
• Benefit and Pension eligible
• The starting salary for this role is $18.65/hr.