Deans Office Secretary C

3 weeks ago

Elgin, United States Illinois School District U-46 Full time

JobID: 35368

**Position Type**:
Secretary / Clerical/Department Secretary**Date Posted**:
6/5/2024**Location**:
Bartlett High School**Date Available**:
07/30/2024**Closing Date**:
Until Filled

**Position / Title**: Deans Office Secretary C**Bargaining Unit**: DUSA**Department/Location**: Dean’s Office/ Attendance Office-BHS**Calendar Days**: 211**Reports To**: Dean of Students**JD Revision Date**: 05/30/2024**Supervises**: N/A**Function / Position Summary**
To perform office reception and clerical duties in support of school Deans. Works independently when necessary. Effectively interacts with staff and co-workers in a professional manner. Prioritizes tasks and utilizes excellent written and verbal communication skills to ensure all assigned timelines are met. With administrative guidance, works to ensure a safe school operation through office assistance, positive customer service, and directed procedures.
**Job Duties / Responsibilities**
- Provides secretarial support in Dean’s Office to ensure students, staff, parents, and the public are properly assisted and are scheduled to meet with the appropriate administrator as needed for information/resolution. Coordinates and schedules meetings, and related tasks, including the preparation and distribution of necessary documents.
- Contacts parents/guardians, and probation officers regarding suspensions and other matters as instructed by the Dean of Students.
- Sends out quarterly letters for students who have poor attendance.
- Scans in students for tardies in the morning and helps with tardy sweeps during the day.
- Maintains student files, including data entry (as assigned). Verifies and documents detentions served/not served. Assist with the processing of referrals, and documentation of any related reports regarding attendance/truancy issues. Assists with the preparation and distribution to appropriate staff, daily/weekly/monthly status reports of suspensions, and detentions.
- Maintains excellent communication with transportation and food service, (and other departments as assigned) to meet program and student needs.
- Monitors and supports radio and intercom communication, ensuring a timely response.
- Maintains staff parking spreadsheet and hands out tags to new staff and returning staff.
- Covers attendance and front desk when short staffed.
- Serves as the back-up and support to the sub caller which would include an early arrival time.
- Assists with filing student records
- Other duties as assigned.

**Education**
- High School Diploma or equivalent required.

**Experience / Knowledge**
- Three (3) years of secretarial experience in a high school setting (preferred).
- Bilingual - Spanish/English (written/verbal) required.

**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

**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
- 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 10 month position.
- Salary and benefits as established by the Board of Education.

**Additional Information**:

- Benefit and Pension eligible
- Hourly rate: $17.83

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