Athletic/Activities Executive Secretary

Position Type:
Secretarial/Clerical/Secretary
Date Posted:
4/11/2023
Location:
Stillman Valley High School
Date Available:
07/01/2023
District:
Meridian CUSD #223 - website
MERIDIAN COMMUNITY UNIT SCHOOL DISTRICT NO. 223
JOB DESCRIPTION:
Education Support Personnel
Position Title: Athletic/Activities Executive Secretary
Reports to: Building Principal or Director (based upon assignment)
Mission Statement of District:
To instruct and assist students to be self-directed learners, collaborative workers, complex thinkers, quality producers and community contributors.
Qualifications:

1. High School diploma or equivalent
2. Successfully complete Meridian 223 Computer Proficiency Exam
3. Evidence of physical fitness and freedom from communicable disease
4. Successful completion of criminal background check

Required Knowledge, Skills, and Abilities:

• Possess effective oral and written communication skills
• Able to comprehend and follow written and verbal instructions
• Able to handle and maintain the confidentiality of employee, student, school board, collective bargaining, and other sensitive district information
• Able to foster a cooperative work environment
• Able to work with students and adults in a positive manner
• Physically and emotionally able to perform job responsibilities
• Able to attend work regularly and punctually and complete duties in a timely manner
• Of good moral character and possessing temperate, ethical, and industrious habits
• Skilled in the use of office computer equipment, related software applications, and other standard office machines
• Knowledge of basic management and supervisory skills
• Possess organizing and coordinating skills
• Able to gather data, compile information, prepare reports and use to improve performance
• Able to make administrative/procedural decisions and judgments
• Able to work effectively with a wide range of constituencies in a diverse community
• Able to attend to detail
• Able to perform multiple concurrent tasks
• Able to set goals and establish methods for achieving these goals
• Skilled in problem solving and resolving issues
• Knowledge of resources available to best support personal and student growth

Responsibilities and Essential Duties:

• Support the District's philosophy of education and instructional goals and objectives.
• Prompt arrival and full effort throughout the duration of every shift.
• Report suspected child abuse/neglect cases as required by statute and School Board policy.
• Work cooperatively with other school personnel
• Meet, as required, with students, parents, administrator and/or consultants in order to better job performance.
• Maintain accurate, complete and correct records as required by law, district policy or building/department procedures.
• Maintain student discipline with a focus on student safety in accordance with Board policy.
• Identify problems and proactively resolve issues.
• Complete tasks in the expected or assigned time frame.
• Organize and maintain an efficient and effective office that handles a variety of tasks for the administration, faculty, students, and parents of the district, school, or department.
• Perform secretarial and clerical tasks of a varied nature. Many tasks require a thorough knowledge of the rules and regulations of the school/department and school system and the frequent exercise of independent judgment within the scope of the authority granted by the Principal/Director.
• Distribute mail and handle correspondence of the office, responding to routine requests for information, and transcribing, word processing, and proofing letters and responses.
• Type, reproduce and distribute notices to staff, students and parents.
• Ensure that all communications from the office meet proper written and oral English standards.
• Act as a receptionist, greeting visitors, answering telephone calls in a pleasant and efficient manner, and communicating effectively in routine, sensitive, and confidential matters.
• Register new students, secure appropriate student records, maintain confidential student records, and transfer records for students moving to other schools in accordance with state law.
• Maintain attendance data for practice eligibility, recording attendance, absences, substitutes, and other required information.
• Maintain a current school calendar of events and use of facilities.
• Maintain efficient and well organized electronic and paper data collection and filing systems, including confidential student and personnel files.
• Arrange appointments and maintain a schedule for the Principal/Director or designee and assigned staff.
• Make announcements and operate the school intercom systems.
• Assist the Principal/Director or designee in the preparation of reports and documents by creating graphics and displays, using word processing and data management, creating an attractive presentation, copying, collating, and distributing final products.
• Create forms, and compile and organize data and information necessary for the efficient operation of the office, the completion of required district and State data collections, and the completion of the Principal's/Director's or designee's responsibilities. Complete all required monthly and year end reports in a timely fashion.
• Order and maintain office supplies.
• Maintain inventories of books, materials, and equipment of the school/department.
• Create and maintain a clean, attractive, orderly, safe, and efficient office environment.
• Recommend to the Principal/Director or designee improvements needed in office procedures or operations.
• Communicate to the Principal/Director or designee any unusual situations. Advise immediately of any evidence of substance abuse, child abuse, child neglect, severe medical conditions, potential suicide, or individuals appearing to be under the influence of alcohol, or controlled substances.
• Assist the Principal/Director or designee and staff in handling interruptions and emergencies, calling for assistance when needed.
• Work cooperatively with staff in other offices with the completion of large or time sensitive projects or emergencies.
• Maintain a safe working condition and operate electronic and other equipment needed to carry out job functions and responsibilities.
• Attend required staff meetings and serve, as appropriate, on staff committees.
• Keep informed about school/department and district activities, requirements of the law and School Code, Board policy and regulations, and other information necessary for the functioning of the office.
• Continue to grow through collaboration with fellow staff members and participation in appropriate staff development and workshop programs.
• Display ethical and professional behavior in working with everyone who communicates or is associated with the office. Serve as a role model for students and staff in demonstrating positive attitudes, appropriate attire and grooming, accepting responsibility, and an effective work ethic.
• Protect confidentiality of records and information gained as part of exercising professional duties in accordance with the law and School Board policies.
• Perform any duties and responsibilities that are within the scope of employment, as assigned by the Principal/Superintendent or designee, and not otherwise prohibited by law or regulation.
• Follow-through and complete tasks as assigned without need for re-direction from supervisor.
• Perform other duties as assigned.
• Be knowledgeable of and adhere to applicable laws and guidelines, including but not limited to, the Illinois School Code, State Board of Education rules and regulations, School Board policies and procedures, all federal and state laws and rules as they relate to the position, and contractual obligations, where applicable.

Physical Demands and Work Environment:
The physical demands and work environment described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of the job, the employee is regularly required to sit 75-100% of the day; use hands to manipulate, handle, or feel 50-75% of the day; talk and hear 50-75% of the day; reach with hands and arms (occasionally above shoulder) 25-50% of the day; stand and walk 25-50% of the day. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include: close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Other physical demands of the positions include: regular bending, squatting, kneeling, twisting/turning/balancing, reaching above shoulder/outward, and typing/keyboarding.
In the work environment the employee is regularly exposed to video display and regularly works in typical interior/office environmental conditions. The noise level in the work environment is usually moderate.
Term of Employment: At Will
FLSA Status: Non-Exempt
Evaluation: Annually by Supervisor based upon assignment
The statements in this job description are intended to describe the general nature and level of the work to be performed by (an) individual(s) assigned to this position. They are not an exhaustive list of all duties and responsibilities related to the position. This job description will be reviewed periodically as duties and responsibilities change with business necessity and School Board policy and procedures. Job functions are subject to modification.
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