Duties
Duties: The primary duty of the building secretary is to assist, support, and provide secretarial services to the administration of Student Services and Pre-K Programming.
Responsibilities: Responsibilities of the building secretary include but are not limited to:
- Direct substitutes to the correct classroom and verify that they complete the forms necessary for payment. Additionally, present the substitute with any notices or information that is needed for the class to which they are assigned.
- Fill “request for materials and supplies” form as per building policy.
- Collect student absentee and tardy information from the teacher's, record and input information into the computer.
- Sort, distribute, and open school mail.
- Do general office filing.
- Place postage on correspondence and/or packages that are to be mailed. Mail items.
- Maintain and update student cumulative files, permanent record card, and other records.
- Complete cumulative registrations.
- Assist the psychologist, speech pathologist, social worker, and special education administration when they are in the building.
- Answer all incoming phone calls and notate messages when necessary.
- Duplicate and copy materials when necessary.
- Supervise students sent to see the administrator, until administrator is available.
- Sign out students whose parents have come for early dismissal.
- Greet parents and business callers who have come to the office for various reasons.
- Distribute visitor passes and maintain record of visitors by name, date, time in and time out. 17. Administer first aid in the absence of the health aide/nurse.
- Summons the custodian as needed, such as for deliveries, clean up, etc.
- Supervise students making phone calls.
- Maintain up-to-date student listings (class lists, phone/address lists, honor roll, etc.).
- Convey homework assignments from teachers to parents for students who are absent.
- Facilitate registration of students which includes having parent complete registration forms, verify birth certificates, and residency, notate phone numbers, distribute physical and dental forms, type record cards, request records from previous school, collect book rental agreement form or give parent the fee waiver request form, present parents with oral and written information about the district.
- Check and maintain office machines.
- Organize and submit to the district bookkeeper monies,
- Communicate with the district office personnel regarding teacher absences.
- Contact parents for students not picked up.
- Prepare sign-in sheets for teachers and non certified staff.
- Distribute paychecks and obtain employee initials on payroll.
- Review attendance printout, prepare ADA Building Summary Sheets, and send completed sheets to district office.
- Complete and mail truancy letter to parents.
- Contact truancy officer regarding students with an excessive amount of absences.
- Complete and mail tardy letter to parents.
- Assist the PTA with receiving money from parents/students, distributing flyers, literature, announcements, etc.
- Prepare transfer and drop forms for students moving out of district. This include typing the transfer and drop forms, obtaining the academic and health records and remitting these to the district office. Also check for any money owed, outstanding library books, school textbooks, district musical instruments and/or uniforms, athletic uniforms, and personal items in lockers.
- Prepare, duplicate and distribute all notices that are going home with students.
- Once items ordered are received, pull the packing slip and invoice and send to the district office.
- Complete other tasks assigned by the Director or Assistant Director.
- Prepare and send out messages to parents/guardians via alert system.
- Facilitate regular student registration, which includes writing receipts, updating data on the student enrollment cards, distributing information (parent/student handbook, menus, etc.). Typing student records and entering the information in the student data base computer program after regular registration.
- Cooperate with school picture personnel in the taking of pictures. Distribute advertising to students/parents. Distribute school pictures upon arrival to school.
- Prepare all books and supplies to distributed to the appropriate teacher.
- Assist administration in preparing the class schedule for the new school year.
- Verify all books and supplies delivered from the district office.
- Update student records for the next grade level.
- Prepare and type school supply orders.
- Update inventory for the student services office.
- Send student records and related administrative records to required building/buildings.
- Other duties assigned by administration/supervisor. District 155 expects clerical candidates to be team players with a high degree of energy, flexibility, and initiative. Expectations are that clerical staff are clear verbal and written communicators, have well-developed interpersonal skills, well organized, and seek continuous self-improvement.
Qualifications
Qualifications: Must be able to operate WORD, EXCEL, OUTLOOK and willing to learn all appropriate school programs including PowerSchool; Honeywell Instant Alert and other programs.
Salary/Benefits
Salary/Benefits: Competitive salary and benefits. Compensation determined by Board of Education.
Additional Notes
Working Environment: They physical demands described here are representative of
those that must be met by an employee to successfully perform the essential
functions of this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, walk, sit, and talk or hear. The position’s functions require some agility to lift and/or move up to 20 pounds and fine finger dexterity to enter information into the different school data systems.
How to Apply
Online application: https://www.applitrack.com/sd155/onlineapp/default.aspx
Link to District/Third Party Online Application Web Page
https://www.applitrack.com/sd155/onlineapp/default.aspx