District Office & Board Recording Secretary

Duties

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 background checks on new employees

* Runs state and federal sex offender background checks on new employees and volunteers as requested/required

* Tracks continuing education credits of teachers used towards salary and lane change advancement and coordinates with Payroll and Accounts Payable Coordinator to ensure appropriate reimbursement and salary adjustments

* Record keeping of benefits plans participation such as insurance and pension plan, personnel transactions such as hires, promotions, transfers, performance reviews, and terminations, and related employee data for reporting

* Assists in creating annual school calendar for BOE approval, posting and distribution to staff

* Submits annual, amended, and final school calendars to ROE and ISBE as needed

* Generates GEA Contract for final posting/sharing

* Maintains Recruiting & Hiring and Absence Management web-based personnel systems

* Generates Professional Evaluation System documents/files for certificated staff as needed

* Supports district administrators with the preparation of staff sign-in, training materials, evaluation and evidence of completion forms for professional development sessions, including records for the ROE and ISBE

* Prepares (annual) Teacher Service Record (TSR Report) and other state reports as directed

* Generates quarterly regional reports of Students No Longer Enrolled In School for the ROE

* Manages Teacher Recertification - assists teachers with certification renewal

* Assists with the processing of District e-newsletter/Community Update

* Writes and publishes/posts news releases via district website or as directed and assists other school office and related staff with posting information on the District's website

* Makes banquet, seminar, meeting and other special event arrangements on and off site as needed

* Handles registration for workshops and conventions, including travel arrangements for board members and superintendent

* Creates/updates district forms

* Maintains and posts teachers' and support staff Seniority List

* Maintains Employee Service Record and RIF List (S.B.
7), and required teacher evaluation, performance ratings, groupings, and local qualifications

* Prepares annual administrator and special contracts for employment

* Records Management - Organizes records for destruction and submits Application for Records Disposal to Illinois Archives for approval to dispose of same

* Supports district administrators with the completion, filing and maintenance of student temporary records, including IEPs and 504s

* Maintains substitute teacher files: updates forms, and handbook

* Maintains Personnel files and district archives

* Assist in the development and submission of required reports for the local and state Board of Education (e.g. attendance, salary and benefits reporting, transportation, contract services, etc.)

* Work directly with school-office and district-office staff to maintain an updated student database (local and state); including monthly and end-of-year summaries/state reports; student programming/testing; summer school; pre-school; and transportation

* Generates:

* School staffing and Retiree listing

* Board of Education/Administrative staff contact listing

* Support…