What are the responsibilities and job description for the Administrative Secretary to Student Services position at STUDENT SERVICES-JFK?
POSITION: Administrative Secretary to Student Services
POSITION GUIDE: Non – Certified Personnel
Full Time - 12 Months
Non – Bargaining Position
Non – Exempt
REPORTS TO: Assistant Superintendent for Equity and Student Services
INDIRECTLY REPORTS: Director of Equity and Student Services/Director of Special Education
RELATES TO: Deputy Superintendent
Assistant Superintendent for Curriculum and Instruction
Assistant Superintendent for Human Resources and Labor Relations
Assistant Superintendent for Business and Financial Services
Chief Officer for Legal Services and Labor Relations
Chief of Technology and Informational Services
Director for Communications and Development
Director of Human Resources
Director of Teaching and Learning
Building Principals
Student Services Coordinators
SUPERVISES INDIRECTLY:
Student Services Secretary
Student Services File Clerk
QUALIFICATIONS:
- Education & Experience: Associate’s Degree preferred, or a High School Diploma/equivalent combined with a minimum of three (3) years of progressive, high-level office administration experience.
- Specialized Experience: Proven experience performing advanced clerical, administrative, or specialized duties of a legal or highly confidential nature.
- Administrative Autonomy: Demonstrated ability to manage delegated administrative details, independently resolve inquiries or complaints, and streamline operations within the Office of the Assistant Superintendent.
- Communication Skills: Exceptional ability to draft clear, concise, and professional memoranda, directives, and correspondence with minimal oversight.
- Project Management: Strong capacity to execute complex instructions, multi-task, and develop comprehensive workflow plans independently.
- Public Relations & Demeanor: Outstanding interpersonal skills; ability to engage with stakeholders, staff, and the public with a pleasant, composed, and professional demeanor.
- Relationship Building: Proven track record of establishing and maintaining collaborative working relationships with School Board Members, district employees, and the general community.
- Confidentiality & Discretion: Absolute commitment to maintaining the strict confidentiality of student records, legal matters, and sensitive district information in compliance with state and federal regulations (e.g., FERPA).
- Must pass District Technology Test.
The information contained in this job description is in compliance with the Americans with Disabilities Act and is not an exhaustive list of the duties performed for this position. Additional duties performed by the individual holding this position may be assigned.
RESPONSIBILITIES:
1. Administrative & Executive Support
- Office Management: Manages the day-to-day administrative operations of the Office of Student Services; prioritizes tasks, manages calendars, and ensures deadlines are met seamlessly.
- Correspondence & Documentation: Drafts, reviews, and proofreads highly professional memoranda, district-wide directives, complex reports, and routine correspondence with minimal supervision.
- Meeting & Event Coordination: Organizes logistics for departmental meetings, district workshops, and advisory committees, including preparing agendas, documenting meeting minutes, and tracking follow-up actions.
- Conference & Travel Arrangements: Coordinates all logistics, registrations, lodging, and travel arrangements for both in-district and out-of-district professional development conferences.
- Information Routing: Screens incoming calls, processes physical and electronic mail, and routes inquiries to appropriate personnel to ensure efficient and timely resolution.
2. Student Services & Specialized Program Support
- Records Management: Oversees the accurate processing, maintenance, and secure archiving of student records, ensuring absolute compliance with FERPA, the Illinois School Student Records Act (ISSRA), and district policies.
- Special Education & Equity Liaison: Assists in tracking, organizing, and distributing documentation related to special education placements, equity initiatives, McKinney-Vento (homeless) support, and alternative programming.
- Service Provider Contracts: Manages the generation, processing, and administrative tracking of legal contracts and service agreements with external service providers and independent contractors.
- Outsourced Placements & Services: Coordinates logistics and secures essential staffing and therapeutic services for students with disabilities when the required specialized services are unavailable within the district.
- State & Federal Reporting: Compiles data and prepares mandated technical reports required by the Illinois State Board of Education (ISBE) and federal agencies under the direction of the Assistant Superintendent.
3. Budgetary & Financial Assistance
- Purchase Orders & Requisitions: Processes purchase requisitions, tracks departmental supply inventories, and maintains accurate records of vendor invoices and payments.
- Supply Inventory Management: Monitors, orders, and maintains an optimal inventory of office and specialized departmental supplies, ensuring essential materials are consistently available for staff.
- Payroll & Time Management: Manages and tracks staff attendance, hours worked, and time-off requests for the purpose of accurate departmental payroll processing.
- Credit Card Processing & Reconciliation: Processes departmental credit card transactions, meticulously reconciles monthly statements, and compiles supporting receipts and documentation in compliance with district business office policies.
- Budget Tracking: Monitors expenditures for Student Services funds and grant allocations, highlighting variances or potential discrepancies to leadership.
4. Community & Stakeholder Relations
- Public Relations: Serves as a primary, professional point of contact for the district leadership, school staff, parents, and community organizations.
- Inquiry Resolution: Independently addresses and resolves non-technical questions or complaints from the public using discretion, empathy, and comprehensive knowledge of district procedures.
- Assists with other Student Services department tasks and special projects as needed or assigned.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand, walk, sit, talk, and hear. The employee is frequently required to reach with hands and arms, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Employees experience constant interruptions and inflexible deadlines. The noise level in this environment is quiet to moderate. Duties are performed primarily indoors and occasionally outdoors. In-district and out-of-town travel required as necessary for training and/or to carry out duties and responsibilities.