Secretary of Educational Services

JOB DESCRIPTION

PART I: SUMMARY OF POSITION

The Secretary of Educational Services is responsible for providing comprehensive, high-level administrative and operational support to the Educational Services department, ensuring the efficient coordination of office functions and departmental processes. This role requires a thorough understanding of Board policies, district procedures, educational regulations, and ensures that all work is completed accurately and confidentially in compliance with established guidelines. The Secretary of Educational Services manages complex clerical and organizational responsibilities, facilitates communication among staff, families, and external stakeholders, and supports the implementation of departmental initiatives. Additionally, this position contributes to the effective operation of Educational Services by maintaining organized systems, supporting compliance-related documentation, and ensuring timely and responsive service that promotes student and program success.

PART II: MINIMUM KNOWLEDGE, SKILLS AND ABILITIES

A. EDUCATION AND EXPERIENCE:

General Experience

• Three (3) years of secretarial experience in a similar position.

Education

• High School diploma or equivalent required. Associates or Bachelor’s degree preferred.

B. CREDENTIALS:

• n/a

C. KNOWLEDGE, SKILLS AND ABILITIES:

• Considerable knowledge of office systems, procedures, and organizational workflows required to support a complex administrative environment.
• Considerable knowledge of Board policies, district procedures, and applicable educational regulations, with the ability to apply them in daily operations.
• Knowledge of business communication practices, including proper grammar, punctuation, and professional correspondence.
• Knowledge of basic budgeting, purchasing, and financial recordkeeping procedures.
• Knowledge of student services processes, including special education documentation and compliance-related requirements.
• Skill in organizing, prioritizing, and managing multiple tasks and deadlines with a high degree of accuracy and attention to detail.
• Skill in oral and written communication, with the ability to interact effectively with staff, families, and external stakeholders.
• Strong interpersonal skills, including the ability to maintain professionalism, confidentiality, and positive working relationships.
• Ability to manage and coordinate office operations independently while supporting department-level initiatives.
• Ability to interpret and apply policies, procedures, and regulations to ensure compliance and consistency.
• Ability to utilize technology systems, including student information systems (e.g., Infinite Campus) and other district-supported platforms.
• Considerable skill in the use of Microsoft Office applications (e.g. Word, Excel) as well as the Google Suite (e.g. Docs, Sheets).
• Ability to operate standard office equipment and adapt to emerging technologies.
• Ability to perform basic mathematical calculations and review data for accuracy.
• Ability to maintain accurate records and manage confidential information with discretion.

PART III: ESSENTIAL FUNCTIONS

The following identifies the primary and essential functions of the position and is not intended to be an exhaustive listing of all duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provides comprehensive administrative and secretarial support to the Educational Services department, ensuring efficient daily operations.
• Serves as a primary point of contact for staff, families, and external stakeholders, providing accurate information regarding policies, procedures, and services.
• Composes, formats, and proofreads a wide range of correspondence, reports, and documents, ensuring accuracy, professionalism, and alignment with district standards.
• Maintains and organizes complex filing systems, including confidential student and departmental records, ensuring accuracy, accessibility, and compliance with legal requirements.
• Coordinates and schedules meetings, appointments, and events; prepares materials, agendas, and supporting documentation.
• Records and prepares meeting minutes, notes, and summaries with a high degree of accuracy and organization.
• Screens communications, including phone calls, emails, and correspondence, and determines appropriate action or referral.
• Supports special education processes by preparing, organizing, and maintaining documentation in compliance with federal law, Illinois statutes, and district procedures.
• Inputs, maintains, and retrieves data using student information systems (e.g., Skyward) and other district-supported platforms.
• Assists in the preparation, processing, and tracking of purchase orders, requisitions, and invoices in accordance with district procedures.
• Maintains office budgets, tracks expenditures, and ensures compliance with established financial guidelines.
• Monitors and maintains records related to departmental activities, ensuring timelines, deadlines, and compliance requirements are met.
• Orders, inventories, and manages office supplies and equipment to support uninterrupted operations.
• Develops and implements office procedures and systems to improve efficiency, organization, and workflow.
• Compiles data and prepares reports, including narrative and statistical summaries, to support departmental decision-making.
• Coordinates with internal departments and external agencies on a variety of administrative and program-related matters.
• Maintains strict confidentiality of sensitive student, personnel, and district information.
• Assists with timekeeping, scheduling, and other administrative processes as assigned.
• Supports department initiatives and projects by organizing materials, tracking progress, and ensuring timely completion of tasks.
• Perform other related duties as assigned.

PART IV: STAFF SUPERVISES

• Not Applicable

THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK BEING PERFORMED BY THE EMPLOYEE ASSIGNED TO THIS POSITION. THEY ARE NOT TO BE CONSTRUED AS AN EXHAUSTIVE LIST OF ALL JOB RESPONSIBILITIES AND DUTIES PERFORMED BY PERSONNEL SO CLASSIFIED.

RLAS #116 IS AN EQUAL OPPORTUNITY EMPLOYER. IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT, THE DISTRICT WILL PROVIDE REASONABLE ACCOMMODATIONS TO QUALIFIED INDIVIDUALS WITH DISABILITIES AND ENCOURAGE BOTH PROSPECTIVE AND CURRENT EMPLOYEES TO DISCUSS POTENTIAL ACCOMMODATIONS WITH THE DISTRICT WHEN NECESSARY.