Job Description

Title: School Secretary                                                             Location:  Nob Hill School

Employment Type: Full Time                                                   Work Days: 10-month position

FLSA:  Exempt                                                                           Reports to: Building Principal           

Job Summary:

The School Secretary provides administrative, clerical, and customer service support to ensure efficient operations of the school office. This position is often the first point of contact for Prairie-Hills Junior High School and plays a key role in supporting students, staff, families, and community members. The secretary maintains accurate records, assists with attendance and communication, and supports the administrative team in alignment with all Prairie-Hills Elementary School District 144 policies and Illinois State Board of Education guidelines.
 

Qualifications:

• High School Diploma or GED required; Associate's Degree preferred.
• Prior school office or clerical experience preferred.
• Strong technology skills, including Google Workspace, Microsoft Office, and familiarity with district applications.
• Experience with student information systems (e.g., PowerSchool/Skyward) preferred.
• Ability to communicate effectively with diverse students, families, and staff within District 144's community.
• Strong organizational skills with the ability to handle multiple tasks and interruptions.
• Ability to pass Illinois background checks and District 144 employment requirements.

Experience:

• Minimum 2 years of clerical or administrative office experience, preferably in a school setting.
• Experience working with diverse student populations and families similar to the District 144 community.
• Prior experience using Google Workspace, Microsoft Office, and student information systems (PowerSchool, Skyward, or similar).
• Experience working in fast-paced environments with frequent interruptions.
• Demonstrated experience in maintaining confidential records, data entry, and customer service.
• Experience supporting administrators, staff, or departments with scheduling, communication, and document preparation (preferred).

Essential Duties and Specific Responsibilities:

• Serve as the initial point of contact for students, parents, staff, and visitors in a professional and welcoming manner.
• Answer and route calls, respond to inquiries, and provide accurate information regarding school and district procedures.
• Monitor visitor access, ensure completion of security protocols, and follow District 144 safety procedures.
• Prepare, type, and distribute memos, letters, reports, forms, and school communication.
• Maintain organized and confidential student files and school records.
• Assist with student registration, enrollment, transfers, and withdrawal processes following district guidelines.
• Support teachers and staff by preparing copies, materials, and paperwork as needed.
• Assist in maintaining the building calendar, scheduling appointments, parent meetings, and school events.
• Assist with daily attendance procedures, tardy slips, early dismissals, and data entry.
• Notify parents of student attendance concerns following District 144 protocols.
• Support student health needs in coordination with the school nurse (e.g., contacting parents, providing basic assistance).

Skills and Abilities:

• Demonstrates a warm, respectful, and professional demeanor with students and families.
• Strong written and verbal communication skills.
• Ability to prioritize tasks and work independently in a busy junior high environment.
• Proficiency in computer applications used across District 144 (email, SIS, payroll/attendance systems).
• Ability to work effectively with diverse populations reflective of the District 144 community.
• Attention to detail and accuracy when completing clerical and data-related tasks.
• Ability to maintain absolute confidentiality at all times.

Other Skills and Abilities:

• Demonstrates professionalism, integrity, and a strong sense of responsibility.
• Works effectively as part of a collaborative team to support student learning and achievement.
• Displays flexibility and adaptability in managing multiple tasks and shifting priorities.
• Shows creativity and enthusiasm in lesson design and student engagement.
• Uses sound judgment, problem-solving, and decision-making skills to address student and classroom needs.
• Maintains confidentiality and exercises discretion in handling sensitive student information.
• Demonstrates patience, empathy, and respect when working with students of diverse backgrounds, abilities, and cultures.
• Promotes a positive school climate through kindness, encouragement, and restorative practices.
• Actively seeks feedback and professional growth opportunities to improve instructional practice.
• Models a growth mindset and fosters perseverance, curiosity, and confidence in students.

Terms of Employment:

Salary:

Beginning salary at $19.38

Prairie-Hills Elementary School District 144 conducts pre-employment drug tests and background checks.

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.