Building Secretary (25-26 SY)

Job Title: Building Secretary 

Job ID 1126  Apply through Applitrack link found on MCUSD19 Vacancies Page

Reports To:  WES Building Principal 
FLSA Status: Hourly
Work Days:  200 a school year (7.5 hour days with anticipated hours from 7:30am-3:30pm)
Rate of pay determined based on Experience – Range from $18.05-$23.55/hr (2025-26 Building Secretary Pay Scale) + Board paid IMRF

JOB SUMMARY
To provide clerical and secretarial assistance to building administrators; work with attendance and transportation programs; communicate with a wide range of individuals including but not limited to students, parents, faculty/staff, and substitutes conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties of this position include the following.  Other duties may be assigned.

• Maintains student attendance through Attendance Management system.
• Prepares student attendance reports for use in the building/district and state reporting.
• Secures substitute teachers and aides
• Prepares timesheets/time cards for classified staff
• Compiles and maintains transportation spreadsheets for K-5 students
• Work with teachers to create school supply list and then works with chosen company of pre-package orders
• Create and maintain slides for the digital marquee and display boards throughout the building
• Update monthly newsletter and calendar events on the school website
• Prepares lists and ribbons for Honor Roll assemblies
• End of Year Checkout for staff
• Prepares, copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees regarding activities, events or other work-related matters.
• Assists visitors to the office, including students, parents, substitute teachers, and others.
• Answers telephone calls, and provides information and assistance to callers.
• Distributes incoming mail appropriately; sends outgoing mail.
• Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.

MINIMUM QUALIFICATIONS

• Graduation from high school
• Any combination of education and experience providing the required skill and knowledge for successful performance
• Effective communication skills (written & oral)

Knowledge, Skills and Abilities

• Ability to describe problems and work orally or in writing to the supervisor as required.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply and divide, and perform arithmetic operations.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Google Workspace, electronic mail).
• Ability to problem solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees and others.
• Ability to be organized, maintain accurate records and process time management skills.
• Ability to work well with teachers and parents.
• Knowledge of office management procedures.

WORK ENVIRONMENT
The physical demands 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.
The usual and customary methods of performing the job’s functions require the physical demands of working in a standard office and school building environment. Generally the job requires a reasonable duration of sitting, walking, and standing. The job is performed under a generally hazard free environment.

 OTHER
Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job.  This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment.  The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.