What are the responsibilities and job description for the Middle School Secretary position at Urbana Middle School?
Urbana School District #116
TITLE: Middle School Secretary
LOCATION: Urbana Middle School
SUPERVISOR: This position reports directly to the Principal or designee.
JOB SUMMARY: The responsibility of the Secretary is to perform secretarial and clerical duties to support the administration in their respective positions.
ESSENTIAL FUNCTIONS: To perform this job successfully, an individual must be able to perform each essential function satisfactorily.
- Type letters, correspondence, reports, and other documents for the administrative team.
- Enter all discipline in the School-Wide Information System (SWIS).
- Enter all in-school and out-of-school suspensions into Skyward. Ensure that all discipline data for each month is entered before the School Board Meeting.
- File discipline referrals in the student’s discipline file after entering in the system. At the end of each school year, move discipline files and send 8th grade files to Central Office.
- Enter student demographic data into the computer system after student registration.
- Possess and maintain knowledge of the District’s policies and procedures pertaining to discipline.
- Make sure that referrals, detention slips, passes, and other discipline forms are stocked and ordered through the print shop at the Central Office.
- Assist with answering the phone in the main office.
- Do daily announcements when the office manager is absent.
- Issue building keys to teachers.
- Maintain a spreadsheet of all individuals and the keys they have been issued.
- Complete staff check-out procedures at the end of the year regarding keys.
- Put together and maintain a subfolder for each teacher.
- Manage the building’s daily absences and substitutes using the Absence Management / Aesop system.
- Receive daily sub reports and print attendance for subs.
- Check out keys to the subs and ensure that they return them at the end of the day.
- Schedule subs as needed.
- Make sure that radios for administrative and support staff are maintained.
- Order radios, batteries, and miscellaneous parts upon administrative approval.
- Assist with duties assigned by the administrative team.
- Perform any and all additional duties as assigned by the Principal.
QUALIFICATIONS:
EDUCATION
- Minimum of a High School Diploma or Equivalent
EXPERIENCE
- A minimum of 3 years of secretarial/clerical experience is desired.
- Experience with typing, computers, word processing, spreadsheets, and working with office equipment such as copiers and fax machines.
OTHER SKILLS AND ABILITIES:
- Ability to communicate effectively and professionally with the public both orally and in writing.
- Ability to maintain strict confidentiality in regard to student records.
- Strong attention to detail and excellent organizational skills.
- Ability to work effectively and efficiently with various personnel in the District.
- Strong public relations skills and ability to interact with various people from diverse backgrounds.
- Bilingual English/Spanish or English/French desired, not required.
TERMS OF EMPLOYMENT:
- Benefit information can be found on the Human Resources webpage.
- This is not a position within the collective bargaining unit and is not an administrative position.
- This is not an exempt position.
- Student Contact Days and other days stipulated on the work calendar determined by the Board of Education.
EVALUATION: The performance of this job will be evaluated in accordance with the Board’s policy on evaluating support personnel.
START DATE: As soon as possible
AN EQUAL OPPORTUNITY EMPLOYER
REVISED: April 2025
