Administrative Secretary to Student Services

POSITION:
Administrative Secretary to Student Services

POSITION GUIDE:
Non - Certified Personnel

Full Time - 12 Months

Non - Bargaining Position

Non - Exempt

REPORTS TO:

Assistant Superintendent for Equity and Student Services

INDIRECTLY REPORTS:
Director of Equity and Student Services/Director of Special Education

RELATES TO:
Deputy Superintendent

Assistant Superintendent for Curriculum and Instruction

Assistant Superintendent for Human Resources and Labor Relations

Assistant Superintendent for Business and Financial Services

Chief Officer for Legal Services and Labor Relations

Chief of Technology and Informational Services

Director for Communications and Development

Director of Human Resources

Director of Teaching and Learning

Building Principals

Student Services Coordinators

SUPERVISES INDIRECTLY:

Student Services Secretary

Student Services File Clerk

QUALIFICATIONS:

* Education & Experience:

Associate's Degree preferred, or a High School Diploma/equivalent combined with a minimum of three (3) years of progressive, high-level office administration experience.

* Specialized

Experience:

Proven experience performing advanced clerical, administrative, or specialized duties of a legal or highly confidential nature.

* Administrative Autonomy:
Demonstrated ability to manage delegated administrative details, independently resolve inquiries or complaints, and streamline operations within the Office of the Assistant Superintendent.

* Communication

Skills:

Exceptional ability to draft clear, concise, and professional memoranda, directives, and correspondence with minimal oversight.

* Project Management:
Strong capacity to execute complex instructions, multi-task, and develop comprehensive workflow plans independently.

* Public Relations & Demeanor:
Outstanding interpersonal skills; ability to engage with stakeholders, staff, and the public with a pleasant, composed, and professional demeanor.

* Relationship Building:
Proven track record of establishing and maintaining collaborative working relationships with School Board Members, district employees, and the general community.

* Confidentiality & Discretion:
Absolute commitment to maintaining the strict confidentiality of student records, legal matters, and sensitive district information in compliance with state and federal regulations (e.g., FERPA).

* Must pass District Technology Test.

The information contained in this job description is in compliance with the Americans with Disabilities Act and is not an exhaustive list of the duties performed for this position. Additional duties performed by the individual holding this position may be assigned.

RESPONSIBILITIES:

1. Administrative & Executive Support

* Office Management:
Manages the day-to-day administrative operations of the Office of Student Services; prioritizes tasks, manages calendars, and ensures deadlines are met seamlessly.

* Correspondence & Documentation:
Drafts, reviews, and proofreads highly professional memoranda, district-wide directives, complex reports, and routine correspondence with minimal supervision.

* Meeting & Event Coordination:
Organizes logistics for departmental meetings, district workshops, and advisory committees, including preparing agendas, documenting meeting minutes, and tracking follow-up actions.

* Conference & Travel Arrangements:
Coordinates all logistics, registrations, lodging, and travel arrangements for both in-district and out-of-district professional development conferences.

* Information Routing:
Screens incoming calls, processes physical and electronic mail, and routes inquiries to appropriate personnel to ensure efficient and timely resolution.

2. Student Services & Specialized Program Support

* Records Management:
Oversees the accurate processing, maintenance, and secure archiving of student records, ensuring absolute compliance with FERPA, the Illinois School Student Records Act (ISSRA), and district policies.

* Special Education & Equity Liaison:
Assists in tracking, organizing, and distributing documentation related to special education placements, equity initiatives, McKinney-Vento (homeless) support, and alternative programming.

* Service Provider Contracts:
Manages the generation, processing, and administrative tracking of legal contracts and service agreements with external service providers and independent contractors.

* Outsourced Placements & Services:
Coordinates logistics and secures essential staffing and therapeutic services for students with disabilities when the required specialized services are unavailable within the district.

* State & Federal Reporting:
Compiles data and prepares mandated technical reports required by the Illinois State Board of Education (ISBE) and federal agencies under the direction of the Assistant Superintendent.

3. Budgetary & Financial Assistance

* Purchase Orders &

Requisition s:
Processes purchase requisitions, tracks departmental supply inventories, and maintains accurate records of vendor invoices and payments.

* Supply Inventory Management:
Monitors, orders, and…