Secretary to High School Director

Job Title:

Secretary to the School Director

Waukegan Community Unit School District No. 60 serves nearly 13,000 students in preschool through grade 12 and is located halfway between Chicago, Illinois and Milwaukee, Wisconsin on the shores of Lake Michigan. Our District has one early learning center, 15 elementary schools, five middle schools and a high school program divided between two 9-12th grade campuses. The District encompasses portions of Waukegan, Beach Park and Park City.

The Waukegan Community Unit School District No. 60 has set an ambitious agenda for change, guided by the belief that all children, regardless of circumstances, can achieve at high levels and academic gaps can and will be eliminated with the support of teachers who deliver engaging, relevant, and academically rigorous instruction that excites students and instills a love of learning in them.

Essential Duties and Responsibilities:

• To perform a wide variety of confidential and complex secretarial, clerical and record-keeping functions necessary for the efficient functioning of the Grade Level Office
• Act as a liaison between the public and the school district and in doing so, promoting the general image of the Waukegan Public School District
• Promote educational enterprise through service to students, parents, visitors and staff
• Create and disseminate all correspondence, notices, forms, etc. for the grade level, excluding staff evaluations
• All record keeping and filing
• Manipulate and process data
• Create and/or maintain student CUM folders and permanent record (white card) in collaboration with the Registrar
• Coordinate and maintain filing system of substitute lesson plans (upon receipt from teachers)
• Process student attendance calls, tardy passes and maintain SIS records
• Run attendance reports including unexcused absences based on district policies and procedures or as requested by the Director and provide truant office with necessary data for truancies
• Enter student attendance from substitute teacher class rolls and parent/guardian notifications only, and input Technology Campus attendance as received
• Assist in the registration process during WHS public registration dates and times, performs registration data entry duties for students during all registration times (Specific to Grade 12 Office Only):
• Work cooperatively with WHS Administrative Staff and Registrar in tracking and processing all students eligible for Graduation
• Provide timely data to the Main Office for the Graduation Ceremony
• School-wide duties related to opening and closing of school
• Assist Director in the distribution and collection of testing materials ONLY to/from instructional staff
• Assist students in resolving locker issues and/or individual locker Assignments, and end dating withdrawn students after the mass assignment
• Responsible for all Data Entry and maintenance of student records for the grade level assigned to, specifically but not limited to SIS
• Provide Secretarial Support to Grade Level Student Activities for the Director/Grade Level in which you are assigned (ex: Prom= 11th, Freshman Orientation= 9th, etc.)
• Generate discipline letters and reports for suspensions and expulsions
• Notify Director of all detentions turned into Grade Level Office
• File and maintain records in an orderly manner
• Process all information in district computer system(s)
• Serve as Summer School Secretary and perform all such related responsibilities
• Order supplies for Grade Level office equipment and process service requests when necessary
• Attend any and all trainings necessary to learn new technologies and skills as requested by Administration and/or their designee
• Assist Principal Secretaries in all work related to the Opening and Closing of School
• Work in collaboration with all WHS Support Staff on Mass Projects
• Assist with Summer School Registration
• Other job related duties as assigned

Qualifications:

• Must have a high school diploma or equivalent
• Minimum typing speed of 45 wpm and the ability to pass required proficiency test(s)
• Confidentiality is a must
• Ability to use modern office technology, such as word and spreadsheet software
• Ability to do record keeping, ability to prioritize and work independently with minimal supervision
• Ability to follow oral and written instructions
• Ability to professionally handle questions and concerns from co-workers, students, and parents
• Excellent organizational skills, with ability to keep all records and files up-to-date and neat
• Ability to accomplish scheduling, including proficiency using the district electronic calendar system

Final date to receive applications:
Candidates must submit an online application by the closing date. Only online applications will be considered.