School Secretary

POSITION TITLE: School Secretary (12-Month) CLASSIFICATION: Educational Support Personnel (Collective Bargaining Agreement) REPORTS TO: Building Principal POSITION SUMMARY The School Secretary provides comprehensive administrative support to ensure the efficient operation of the school office while serving as a communication liaison between the school and families whose primary language is not English.

The position requires proficiency in both English and Spanish to facilitate effective communication, promote family engagement, and ensure equitable access to school services and information.

ESSENTIAL FUNCTIONS

Perform general office duties including answering telephones, greeting visitors, filing, copying, scanning, data entry, and maintaining office records. Assist families with student enrollment, registration, residency verification, and required documentation. Prepare, and distribute school notices, newsletters, forms, and correspondence in English and Spanish.

Maintain accurate student records in accordance with District procedures, ISBE regulations, FERPA, and applicable laws. Assist with student attendance, student check-in/check-out procedures, and visitor management. Maintain emergency contact information, cumulative records, student files, and class lists. Assist with student transfers and records requests.

Process purchase orders, supply requests, invoices, and other financial documentation as assigned. Receive and accurately account for school fees and monies following District financial procedures. Coordinate communication between parents, teachers, administrators, nurses, counselors, and other staff. Assist with scheduling conferences, meetings, and appointments requiring bilingual support.

Support school-wide communications during emergencies or critical situations. Operate standard office equipment and student information systems efficiently. Maintain confidentiality regarding student and personnel information. Demonstrate cultural responsiveness and professionalism when interacting with diverse families.

Participate in professional development related to bilingual services, customer service, technology, and school operations. Perform other duties as assigned by the Building Principal or designee.

QUALIFICATIONS

High school diploma or GED. Fluency in English (reading, writing, speaking). Demonstrated proficiency with Microsoft Office and Google Workspace. Strong organizational, communication, and customer service skills. Ability to maintain confidentiality and professionalism. Ability to work effectively with culturally and linguistically diverse populations.

Preferred: Associate degree or college coursework. Previous secretarial or administrative experience in a school setting. Experience with student information systems (Skyward, PowerSchool, Infinite Campus, Aspen, or similar). Knowledge of ISBE student enrollment requirements and Illinois school procedures. PHYSICAL DEMANDS The employee must regularly: Sit, stand, walk, bend, and reach.

Lift and carry materials up to 20 pounds. Operate computers, telephones, printers, and other office equipment. Read printed materials and computer screens. Communicate effectively in English. WORK ENVIRONMENT Office environment within a school setting. Frequent interaction with students, parents, staff, and community members.

Occasional exposure to outdoor conditions while assisting with student arrival, dismissal, or special events. Moderate noise level typical of a school environment. KNOWLEDGE, SKILLS, AND ABILITIES The successful candidate will demonstrate: Excellent bilingual oral and written communication skills. Strong interpersonal and customer service skills.

Ability to interpret and explain District policies and procedures to families. Strong organizational and time management skills. Ability to prioritize multiple assignments in a fast-paced environment. Accuracy in recordkeeping and data entry. Cultural competency and sensitivity when serving diverse populations. Ability to exercise sound judgment while maintaining confidentiality.

TERMS OF EMPLOYMENT Twelve (12) month position Salary and benefits established through the applicable Collective Bargaining Agreement. EVALUATION Performance shall be evaluated annually by the Building Principal or designee in accordance with District procedures.