Function / Position Summary

Support all functions of Specialized Student Services. Provide secretarial support for the Director of Specialized Student Services and Special Education Administrator. Exercise strong time management, multitasking, and prioritizing skills while utilizing excellent verbal and written communication skills to ensure all timelines are met. Maintain confidentiality of student, staff, and department information within the department and community.

Job Duties / Responsibilities

• Schedule and coordinate calendars, meetings, and appointments for the Director of Specialized Student Services and Special Education Administrator on a daily basis.
• Secure meeting rooms for the special education department and district staff using Office Tracker and Master Library.
• Assists Director in compiling data, finalizing and maintaining all IDEA grants to ensure compliance with grant terms and conditions.
• Compile, record, reconcile and track special education program budgets, department budgets, and IDEA grant expenditure accounts. Prepare related reports and a variety of administrative documentation (i.e. timesheets, orders, spreadsheets, etc.).
• Prioritize tasks to meet timelines in a timely manner on a variety of projects as assigned (i.e. professional development programs, budgets, Board of Education reports, contracts, submission of reports to ISBE).
• Responsible for general office duties, answering phones, greeting and direct visitors, assisting and supporting staff, screen phone calls, and transfer phone calls to the appropriate party.
• Receive, sort, and disseminate correspondence for and on behalf of the supervising administrator(s), including drafting memos, forms, newsletters, reports, and other correspondence as assigned.
• Write, review, revise and/or edit board of education reports, proposals and memos.
• Assist to establish and maintain student and department records, compile, record, and update routine reports as necessary (i.e. Specialized Student Services administrator meeting attendance reports, Embrace, Infinite Campus reports, etc.).
• Create, prepare and review digital agendas, presentations, newsletters and flyers.
• Maintain inventory of supplies and materials (i.e. forms, office supplies, etc.) to ensure timely availability.
• Provide additional Specialized Student Services secretarial support as needed and during long-term absences.
• Prepare vendor invoices for payment and maintain accounting records on all purchase orders and credits.
• Process and approve special education requisitions in Skyward to ensure orders and invoices are processed in a timely manner.
• Coordinate and expedite repair of equipment by contracting vendors.
• Participate in related training when offered by the district.

Education

• High school diploma or equivalent required
• Associate's degree strongly preferred 

Experience / Knowledge

• Five years of secretarial experience in a school setting strongly preferred
• Bilingual, Spanish/English (written/verbal) preferred
• Comfortable and experienced with technology platforms including Microsoft Office Suite, Google applications, Canva, etc.
• Ability to handle multiple concurrent projects, setting priorities to meet assigned timelines

Physical Demands

• Ability to work on a computer and telephone for the majority of the day
• Ability to lift up to 25 pounds

Secretarial Classification Criteria 

(As defined in the 2022�2026 Agreement between District U-46 Secretarial Association and the Board of Education)

Classification A (Proficiently demonstrates all criteria listed)

• Ability to communicate and interact with staff and coworkers in a professional manner
• Demonstrates positive customer service skills
• Demonstrates confidentiality
• Ability to work independently
• Ability to prioritize tasks
• Demonstrates organizational skills
• Keeps accurate filing
• Maintains appropriate inventories and online file management
• Able to use office machines (laminator, fax, intercom, phone, copier)
• Accurate typing and keyboarding
• Working knowledge of computer programs
• Willingness and ability to learn

Classification B (Proficiently demonstrates all criteria listed, including Classification A)

• Perform reception duties
• Perform student attendance duties
• Utilize excellent written and verbal communication skills (parents, staff, students)
• Responsible for tracking and balancing building or department expenditures (if applicable)
• Working knowledge of Word and Excel
• Willingness to learn and become proficient in advanced applications and specialized systems (mail merge, student information systems, business portal, etc.)

Classification C (Proficiently demonstrates all criteria listed, including Classifications A and B)

• Demonstrates appropriate decision making in support of or in absence of director or supervising administrator
• Knowledge and ability to perform necessary tasks to ensure smooth operation of the district level department or building
• Proficient in specialized computer programs and applications
• Responsible for creating and initiating written and verbal communication (community and district officials or representatives)
• Responsible for maintaining director or supervising administrator calendar and schedule (if applicable)
• Responsible for office management, environment, staff, finances (banking and financial software)
• Ultimately responsible for coordination, organization, and facilitation of district level department or building

Terms of Employment

• This is a 12-month position
• Salary and benefits as established by the Board of Education
• Starting salary is $18.65/hr.