ALDEN-HEBRON S.D. #19

Hebron, IL 60034

“Strive for Excellence”

 

TITLE:                                  Substitute Secretary

QUALIFICATIONS:          

     1. High school diploma or higher

     2. Knowledge of accounts receivable/payable and payroll

     3. Ability to concentrate, think, read, and multi-task

     4. Ability to communicate, both verbally and in writing, and interact effectively with all aspects of the school community.

     5. Knowledge of office equipment (computers, copiers, fax machines, and related items)

     6. Successfully completes required criminal history check, physical, drug screen, and proof of US citizenship or legal resident alien status.

 

REPORTS TO:                     Building Principal(s)

 

JOB GOAL:                          The goal of the building secretary is to provide the necessary support to assist the building administrator(s) in the smooth, prompt, and efficient operation of the school office.  

 

PERFORMANCE RESPONSIBILITIES:

 

  1. Welcomes and greets visitors to the school building.
  2. Answers phone arranges appointments with the Principal and screens visitors.
  3. Maintains a complete and systematic filing system.
  4. Sorts and distributes incoming and outgoing mail.
  5. Maintains office and workroom supplies.
  6. Assists the Principal in typing correspondence, reports, memos, daily bulletins, purchase orders, etc. as instructed.
  7. Assists the Principal in typing, revising, copying, and distributing the student and teacher handbooks.
  8. Maintain the building's computer files for all students receiving free and reduced meals.
  9. Compile and prepare reports of the number of students receiving free and reduced meals and forward to the superintendent's office as needed. 
  10. Update student information in the student database as needed.
  11. Maintain student attendance records using the student database.
  12. Complete monthly attendance reports.
  13. Process requisitions from staff members in accordance with procedures established by the Superintendent's office.
  14. Collect and deposit monies as often as necessary, maintain accurate records of all daily cash flow transitions, and send copies of deposit receipts to the bookkeeper. 
  15. Maintains building activity account and provides monthly reports to the bookkeeper.  
  16. Assist with nurse's duties if the nurse is absent.
  17. Assist the teachers with the year-end check-out process, including address updates, needed maintenance, and collection of keys, inventories, grade books, etc.
  18. Maintains school marquee.
  19. Enrolls new students in the district and completes necessary paperwork.
  20. Coordinates substitute and complete monthly substitute log.
  21.  Maintains confidentiality of all school-related matters.
  22. Perform all other duties as dictated by law and/or assigned by a supervisor/administrator.

 

TERMS OF EMPLOYMENT:   Salary and work year is to be established by the Board of Education.

 

EVALUATION: The performance of this job will be completed by the building principal(s) on an annual basis.

 

Approved by:  ____________________________________            Date: _________________

 

Reviewed and agreed to by: _________________________            Date:__________________