Urbana School District #116

TITLE:  Elementary Lead Secretary

LOCATION: Dr. Preston L. Williams, Jr. Elementary School 

SUPERVISOR:  Principal

JOB SUMMARY:  The responsibility of the Secretary is to perform secretarial and clerical duties to support the Principal and school building.

ESSENTIAL FUNCTIONS: To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

• Type letters, correspondence, reports, and other documents for the Principal.
• Answer the Principal’s phone line and assist with answering other phone lines within the administrative office.
• Coordinate arrangements for meetings scheduled by the Principal.
• Attend building meetings as the Principal assigns; prepare and distribute meeting minutes as necessary.
• Type and distribute the weekly calendar of events.
• Compile, type, and produce the Student/Parent Guidebook and Faculty Handbook.
• Maintain building information (personnel list, voicemail/phone numbers, school maps).
• Greet students, parents, and community members.
• Collect and review time sheets staff submit for the Assistant Principal’s signature
• Distribute any payroll checks to staff.
• Compile, format, and distribute the daily student and faculty bulletins.  Post/send the daily Skyward Family Access bulletin.  Read the daily student announcements.
• Issue all building keys/fobs and maintain an accurate list of all keys distributed to staff for the building.
• Assist in compiling/formatting schedules (supervision schedule, faculty schedule).
• Update messages on the electronic building marquee.
• Assist in organizing/coordinating all aspects of school events.
• Monitor the use of the office copy machine and report maintenance.
• Assist with duties assigned by the teachers.
• Maintain building student files and records.
• Maintain building budgets and supplies.
• Perform any and all additional duties as assigned by the Principal.

QUALIFICATIONS:

EDUCATION

• Minimum of a High School Diploma or Equivalent.  Associate’s Degree or Vocational Training preferred.

EXPERIENCE

• A minimum of 3 years of secretarial/clerical experience is preferred.
• Experience with computers, word processing, spreadsheets, publications (flyers, programs, documents), and office equipment such as copiers and fax machines.

OTHER SKILLS AND ABILITIES:  

• Ability to communicate effectively and professionally with the public both orally and in writing.
• Ability to maintain strict confidentiality regarding student and personnel records.
• Strong attention to detail and excellent organizational skills.
• Ability to meet deadlines and adjust to changing situations.
• Strong public relations skills and ability to interact with people from diverse backgrounds.

TERMS OF EMPLOYMENT:  Level II Clerical Position. Salary is determined by the Board of Education. Ten-month work year.

EVALUATION:  Performance of this job will be evaluated in accordance with provisions of the Board’s policy on evaluation of support personnel.

START DATE:  April 15, 2024

NOTE: This is not a position within the collective bargaining unit and is not an administrative position.  This is a non-exempt position.

AN EQUAL OPPORTUNITY EMPLOYER

REVISED: November 2009