District Office Secretary/Board Secretary

Illinois Association Of School•Donovan, IL

73d•$23 - $24

About The Position

Duties Correctly and politely answers the telephone and directs calls. Maintains a professional appearance and demeanor at all times. Operates office equipment such as fax machines, copiers, etc. Answers telephones and gives information to callers, takes messages, or transfers calls to appropriate individuals. Responds to emails and voice messages within 1 business day unless absent from work. Picks up mail daily and also sorts it. Greets visitors, students/staff and callers, handles their inquiries, and directs them to the appropriate persons according to their needs. Sets up and maintains paper and electronic filing systems for records, scheduling, correspondence, and other material. Responsible for acting as the district's HIPAA compliance officer. Maintains documentation relating to the district's health insurance policy. Completes forms in accordance with school district procedures. Orders supplies and manages mail (internal and external). Coordinates the district property insurance claims and the district health insurance plan. Obtains, gathers, and organizes pertinent data as needed for Board meeting agendas & related documents. Assists in preparing board packet for Board meetings and post agendas and minutes on the website on time according to open meeting act. Acts as Recording Secretary to the Board of Education and attends Board meetings, records minutes, and assists in proper signing of documents. Serve as District Clerk filing all legal requirements as well as gathering information to respond to Freedom of Information inquiries. Provide support during district wide events and initiatives. Responsible to keep notary certification up to date and notarize for the district. May be required to perform other tasks as assigned by the Superintendent or the Board of Education. Prepares forms coming out of the District Office. Coordinates inventory control system for school. Counts cash boxes and is responsible for deposits to the bank and entering deposits into TeacherEase Maintains the files of the superintendent and district in conjunction with the District bookkeeper. Handles all written communication to and from the superintendent in the performance of his/her duties. Duplicates material as directed by the superintendent. Compiles a Directory of district personnel. Assists the bookkeeper as needed. Keeps a complete list of all evaluations and updates PERA list and all seniority lists. Keeps a current list of office equipment information for the district. Keeps updates on schedules and address changes on computers on all personnel. Assists in the coordination of special projects and programs. Maintains confidentiality on all matters. Performs all other tasks and duties as may from time to time be assigned by immediate supervisor or superintendent. All other duties required to address emergency situations. Perform other duties as assigned by the Superintendent/designee.

Requirements

High School diploma (minimum)
Excellent written and verbal communication skills.
Demonstrated aptitude or competence for assigned responsibilities.
Be able to communicate and relate with parents, students, and staff
Knowledge of Microsoft Office and Google programs including but not limited to Word, Excel, Access, Powerpoint, Google Sheets, Google Docs, Google forms, Google slide, etc.
Establish and maintain effective and courteous working relationships with those contacted in the course of work (students, parents, and staff).
Ability to understand and follow basic oral and written instructions.
Ability to communicate to students, parents and staff in an acceptable/courteous manner

Nice To Haves

School District office experience preferred.
Knowledge of basic accounting/bookkeeping principles preferred.

Responsibilities

Correctly and politely answers the telephone and directs calls.
Maintains a professional appearance and demeanor at all times.
Operates office equipment such as fax machines, copiers, etc.
Answers telephones and gives information to callers, takes messages, or transfers calls to appropriate individuals.
Responds to emails and voice messages within 1 business day unless absent from work.
Picks up mail daily and also sorts it.
Greets visitors, students/staff and callers, handles their inquiries, and directs them to the appropriate persons according to their needs.
Sets up and maintains paper and electronic filing systems for records, scheduling, correspondence, and other material.
Responsible for acting as the district's HIPAA compliance officer.
Maintains documentation relating to the district's health insurance policy.
Completes forms in accordance with school district procedures.
Orders supplies and manages mail (internal and external).
Coordinates the district property insurance claims and the district health insurance plan.
Obtains, gathers, and organizes pertinent data as needed for Board meeting agendas & related documents.
Assists in preparing board packet for Board meetings and post agendas and minutes on the website on time according to open meeting act.
Acts as Recording Secretary to the Board of Education and attends Board meetings, records minutes, and assists in proper signing of documents.
Serve as District Clerk filing all legal requirements as well as gathering information to respond to Freedom of Information inquiries.
Provide support during district wide events and initiatives.
Responsible to keep notary certification up to date and notarize for the district.
May be required to perform other tasks as assigned by the Superintendent or the Board of Education.
Prepares forms coming out of the District Office.
Coordinates inventory control system for school.
Counts cash boxes and is responsible for deposits to the bank and entering deposits into TeacherEase
Maintains the files of the superintendent and district in conjunction with the District bookkeeper.
Handles all written communication to and from the superintendent in the performance of his/her duties.
Duplicates material as directed by the superintendent.
Compiles a Directory of district personnel.
Assists the bookkeeper as needed.
Keeps a complete list of all evaluations and updates PERA list and all seniority lists.
Keeps a current list of office equipment information for the district.
Keeps updates on schedules and address changes on computers on all personnel.
Assists in the coordination of special projects and programs.
Maintains confidentiality on all matters.
Performs all other tasks and duties as may from time to time be assigned by immediate supervisor or superintendent.
All other duties required to address emergency situations.
Perform other duties as assigned by the Superintendent/designee.