Position Type:
Secretarial/Clerical/Secretary
Date Posted:
6/4/2024
Location:
Lincoln Elementary School District 156
Date Available:
07/23/2024
Administrative Assistant/Receptionist

Position Purpose
The position is responsible for providing secretarial and administrative support to the Administration; communicating information to students, parents, staff, and/or other districts; supporting the broad array of services provided to students, parents, instructional and support employees; and securing substitutes for teachers and managing the substitute list.
Essential Functions :

• Routinely interacts with the public, staff, and students in situations which require professionalism, discretion and courtesy
• Serves as substitute coordinator for the building contacting substitutes for all teachers and classified staff as required
• Maintains a substitute database and file on available and approved substitute teachers
• Provides orientation for substitute teachers about the School and classroom
• Maintain records for each substitute that will include, at minimum, attendance logs and feedback regarding his/her work performance
• Provides a daily report on teacher/paraprofessional absenteeism and substitutes to the Business Office at the end of each pay period
• Checks and maintains daily attendance
• Answers phones, takes messages, schedules appointments/meetings, makes room arrangements, etc.
• Performs a wide variety of clerical duties, including but not limited to typing and preparing letters, reports, purchase orders, and other materials
• Creates/maintains clear and accurate student records
• Maintains proficiency in using PowerSchool software and Instant Alert building call-out system
• Enters information in the Instant Alert system
• Maintains documents, files and records
• Assists with student registration duties
• Attends and participates in assigned meetings and trainings; prepares minutes from notes as required
• Maintains Substitute Folders, informing the Principal of teacher who have not submitted folders or whose folders are out of date
• Supports the Assistant Principal with 8th Grade activities, including the collection and recording of moneys, correspondence and labels
• Assists in processing registration and bulk mailing
• Coordinates key distribution and collection
• Performs cross-training on tasks as needed
• Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information and facilitating communication among parties
• Supports assigned administrative personnel for the purpose of providing assistance with their administrative functions
• Appropriately maintains and secures confidential records and inquiries
• Facilitates purchase orders/payment requests as needed
• Complies with applicable District, state, local and federal laws, rules and regulations
• Attends work regularly
• Assists other personnel as may be required for the purpose of ensuring an efficient and effective work environment in the building
• Perform all other duties as assigned by supervisor

Qualifications

• High school diploma; two years of college preferred
• A minimum of two years of relevant secretarial experience, preferably in a school setting; Proficiency with PowerSchool preferred
• Exhibits professionalism in dealing with various constituencies - employees, parents, students and others
• Ability to communicate effectively, verbally and in writing, with students, parents, staff, and community members in a courteous and professional manner
• Ability to work effectively under pressure and demonstrate problem-solving skills, while maintaining courtesy, professionalism, and a customer service attitude
• Ability to work independently and efficiently with minimal oversight in a deadline-driven environment
• Ability to maintain confidentiality
• Strong computer skills
• Bilingual (English/Spanish) a plus

Terms of Employment

• 210-day work year
• The work hours for this position are 7:30 am to 4:00 pm
• Salary and work year to be established by the Board of Education

Evaluation
Performance of this job will be evaluated in accordance with provisions of the Board's policy on evaluation of support staff.
Physical demands: While performing duties of job, employees are occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects; reach with hands and arms; talk and hear. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work environment: The noise level in the work environment is usually minimal.
Job description subject to approval/change.