12 Month Administrative Secretary-Superintendent and BOE
About The Position
Pekin Public Schools District 108 is hiring an Administrative Secretary supporting the Superintendent and Board of Education. The central office secretary performs complex, responsible secretarial and clerical functions for central office administrators, managing clerical details and assisting with operational aspects of their assignments. The role handles confidential employee information and materials related to collective bargaining and contractual matters. Its goal is to ensure the smooth, efficient, and accurate operation of the central office in support of the educational system. The position is effective May 1, 2027, and is a 12-month role working 7.5 hours per workday. Salary is commensurate with the District Office Secretary Salary Schedule, and the position is non-bargaining. The position will be filled as soon as a suitable applicant is found. Applicants must submit a completed online application, a letter of interest, and three signed letters of recommendation.
Requirements
- High school diploma.
- Above-average clerical skills and aptitude for using varied computer software and hardware, including email, the Internet, Microsoft Office, MS Access, Excel spreadsheets, PowerPoint, desktop publishing (Adobe products), and Google Workspace.
- Ability to make decisions without close supervision and to complete detailed work accurately and efficiently.
- Ability to maintain confidentiality.
- Excellent public relations skills, including courteous and tactful conduct and good verbal communication.
- Ability to maintain self-control and complete tasks despite frequent interruptions.
- Proven ability to work independently and be self-motivated, as well as work cooperatively with other office personnel.
Responsibilities
- Serve as secretary to the Superintendent.
- Serve as secretary to the Board of Education; attend meetings, maintain minutes, and prepare and maintain board packets.
- Prepare Board Highlights, agendas, and board minutes for posting.
- Prepare contracts for new hires and any necessary follow-up correspondence.
- Maintain the school board policy system and keep it posted on the district website.
- Maintain the Administrative Procedures modification system and keep it posted on the website.
- Maintain the system for job descriptions.
- Maintain the Superintendent and Board of Education office website and the Seniority List website for the Director of Human Resources.
- Serve as the District 108 Election Official, working with board candidates and the County Clerk.
- Serve as a Notary Public.
- Maintain personnel files and coordinate hours beyond degree, lane changes, and staff longevity.
- Generate and maintain reports concerning the seniority list, retirement, service pins, lane changes, certification, and employee service history.
- Monitor tuition reimbursement and waivers and submit payment vouchers to bookkeeping.
- Receive and research seniority challenges and recommend changes to the Director of Human Resources.
- Provide backup support for the online application system.
- Prepare brochures, fliers, newsletters, and other materials as needed by schools, administration, or the Board.
- Conduct assigned research and prepare factual and evaluative reports and summaries concerning district programs, policies, procedures, negotiated contracts, published research, surveys, and technical literature.
- File required reports with state and federal education agencies.
- Prepare and maintain administrative records and filing systems, including locked confidential files.
- Serve as a member of the management team.
- Carry out information-gathering assignments planned in cooperation with the Superintendent and determined by a majority of the Board.
- Transcribe dictation of minutes, letters, and memorandums, including confidential materials as required.
- Assist with research and management of information required for collective bargaining policies and processes.
- Assist with management of confidential employee records and related information.
- Assist with district purchase orders and organize materials for distribution to schools and programs.
- Assist with joint projects between the Central Office and Business Office as necessary.
- Perform other duties assigned by the Superintendent or designee.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
