District Office and Board Recording Secretary

Position Type:
Secretarial/Clerical

Date Posted:
4/17/2025

Location:
Gower District 62

Date Available:
07/06/2026

Closing Date:
Until Filled
Job Title: District Office and Board Recording Secretary

Job Goal: Work as a member of a highly cooperative District Office Team to help ensure the efficient operation of the district office by performing a variety of clerical services to support a variety of district functions, including but not limited to human resources and employment, purchasing and receiving, communications, student services, and community relations. Provide quality support services across all interest groups served by the district, including but not limited to, all levels of district employees, outside agencies, and the general public.

Play a key role as part of the District Office Team that works to support school administrators, certified teaching staff, and educational support personnel, to keep the district motto top of mind;
Children at their Best!

The District Office Secretary also functions as the Board Recording Secretary and works directly with the superintendent and members of the District Office Team and Board of Education to ensure efficient and highly productive Board meetings. The District Office Secretary will work under general supervision, handle confidential information appropriately and have frequent contact with all levels of district employees, outside agencies, and the general public.

Reports to: Superintendent

Location: District Office

Annual Salary: Starting salary of $60,000 or commensurate with experience.

Schedule: Full-time, annual calendar. Typical daily work schedule 7:30 a.m.

- 4:00 p.m.

Note: Rolling interviews expected to be scheduled after posting and until position is filled.

Qualifications, Required Knowledge, Skills, and Abilities:

Two years of college education, Associates Degree, or 30 hours of education/training beyond a high school diploma, or five years successful employment as a school secretary in another district of comparable size

Ability to maintain confidentiality of employee, student, school board, and other sensitive information

Ability to attend work regularly and punctually and complete duties in a timely manner with attention to detail

Skilled in the use and integration of Google Apps for Education as well as Microsoft Office products

Familiarity and demonstrable skill with website design, document posting, social media posting

Ability to maintain a complete record system and organize data and prepare reports from such records

Considerable knowledge of modern office practices

Ability to work effectively with students, administrators, staff, parents, with strong interpersonal and public/community relations skills and a desire to develop positive relationships with colleagues

Strong organizational and clerical skills; detail-minded; ability to stay on task and work without supervision

Excellent communication skills and the ability to follow written and verbal directions

Ability to work independently on projects and assignments and as part of a team

Responsible, tactful, ethical, a demonstrable interest in continuous improvement in the work environment, with strong initiative, a clear ability to troubleshoot, problem solve, and perform multiple concurrent tasks

Essential Performance Duties and Responsibilities for District Office Secretary:

• Represents the School District with a positive attitude at all times
• Greets visitors and provides assistance as a school office receptionist with a focus on customer service and problem solving
• Manages District Office main phone line for general communication/inquiries and coordinates service and response effort with other District Office Team members
• Greets visitors and provides assistance with a focus on customer service and problem solving
• Coordinates effort with and assists other personnel as required (custodial, transportation, kitchen, nurse's office, certified and non-certified staff) to meet school and district goals
• Responds to inquiries regarding policies, procedures, and programs
• Common work tasks include assisting District Office Staff with the following:
  • Maintains strict confidentiality with school/employee records/information
  • Creates correspondence, memorandums, reports, and notices.
  • Opens mail and performs related filing
  • Prepares and mails student birthday cards weekly
  • Maintains confidential personnel files of district employees
  • Creates and posts job vacancy notices as directed (internal and external job postings)
  • Administers employment forms to new hires via Frontline Central
  • Administers Open Enrollment and Employee Benefit forms, related communication, and data entry for benefits selected in coordination with Payroll/Accounts Payable Coordinator
  • Administers and processes employee FMLA paperwork
  • Processes employment paperwork and follows up to make sure personnel files are in compliance with requirements as set by the ROE and ISBE
  • Creates new employee Contracts for Employment and distributes contractual agreements upon acceptance
  • Runs criminal…