Secretary C - Family Engagement and Project Access

Function / Position Summary

The Secretary for Family Engagement and Project Access (McKinney-Vento) provides essential
administrative support to increase families’ access to and awareness of opportunities that make a
meaningful difference in their children’s education. As a primary point of contact for families, this
role fosters a welcoming, inclusive, and compassionate environment, treating every family with
respect, empathy, and dignity. Working closely with the Family Engagement Coordinator, the
secretary supports initiatives that strengthen family partnerships, ensure equitable access to
resources, and nurture a sense of belonging and trust across the school community.


Job Duties / Responsibilities:

Administrative Support

• Provide comprehensive administrative assistance to the Family Engagement Coordinator, including scheduling meetings, preparing materials and supporting event coordination.
• Organize, file and maintain essential documentation such as common forms, lunch forms and cost-sharing agreements with accuracy and confidentiality.
• Accurately manage and update reports and data related to Project Access, Unaccompanied Youth, and Youth in Care (YIC) programs to ensure equitable support for students and families.
• Support the organization and upkeep of shared work and storage spaces to promote an orderly, accessible and collaborative environment.
• Perform additional administrative duties as assigned to support family engagement, outreach and equity initiatives.

Communication

• Respond to and direct phone calls, emails, and other correspondence with professionalism, warmth and cultural responsiveness.
• Greet and assist families, visitors, and community members, fostering an inclusive, respectful and service-oriented office atmosphere.
• Collaborate with staff, families and community partners to ensure clear and supportive communication that enhances engagement and belonging.

Budget and Resource Management

• Order, organize, and monitor office supplies and inventory to maintain a well-equipped and efficient workspace.
• Process and track requests for family support supplies through Title I funding in alignment and district procedures.
• Support budget-related recordkeeping and cost-sharing documentation as directed to ensure compliance and transparency.
• Participate in related training when offered by the district.
• All other duties as assigned.

Education

• High School diploma or equivalent required.
• Associates degree preferred.

Experience / Knowledge

• Demonstrates a commitment to equity, inclusivity, and the respectful service of diverse families and communities.
• Possesses five years of secretarial experience in a school or educational setting (preferred).
• Demonstrates working knowledge of Google applications and proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Manages multiple concurrent projects effectively, setting priorities to meet established timelines.
• Communicates clearly and professionally through strong written, verbal, and interpersonal skills.
• Exhibits excellent organizational and time management abilities with keen attention to detail.
• Communicates fluently in both Spanish and English (preferred).

Physical Demands

• Ability to work on a computer/telephone over the major portion of the day.
• Ability to lift up to 25 pounds.

SECRETARIAL CLASSIFICATION CRITERIA

(As defined in the 2017-2022 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 co-workers 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
? Maintain appropriate inventories and online file management
? Able to use office machines (ex. laminator, fax, intercom, phone, copier)
? Accurate typing/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 and students)
? Responsible for tracking and balancing building/department expenditures (if applicable)
? Working knowledge of computer program Word and Excel
? Willingness to learn and become proficient in advanced applications and specialized
computer programs (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 the smooth operation of the district level
Department/building.
? Proficient in specialized computer programs and applications.
? Responsible for creating and initiating written and verbal communication (community and district
Officials/representatives)
? Responsible for maintaining director or supervising administrator calendar/schedule (if applicable)
? Responsible for office management, environment, staff, finances (banking and financial software)
? Ultimately responsible for coordination, organization, facilitation of district level department/building.

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

Terms of Employment

• This is a 12 month position. Salary and benefits as established by the Board of Education.

Additional Information

• This position is full time 8 hours a day M-F.
• This position is benefit eligible.
• The starting rate for this position is $18.65.