Job Description

Position Type:
Secretarial/Clerical/Secretary

Date Posted:
2/19/2025

Location:
Cambridge Lakes

District:
Cambridge Lakes Charter School
JOB DESCRIPTION TITLE: School Secretary


QUALIFICATIONS:

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Previous experience in office administration, customer service, or related field.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other office software.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal abilities.
• Bilingual in Spanish preferred.
• Ability to multitask and prioritize tasks in a fast-paced environment.
• Familiarity with school operations and administrative procedures is preferred.

REPORTS TO: Assigned Principal


POSITION TYPE: Full-time


POSITION SUMMARY:


The School Secretary plays a crucial role in providing administrative support and managing the main office operations of Cambridge Lakes Charter School. This position serves as the first point of contact for parents, students, staff, and visitors, and is responsible for ensuring efficient communication and coordination within the school environment, including the coordination of substitute teacher assignments and ensuring smooth transitions during staff absences. The School Secretary oversees various administrative tasks, maintains accurate records, and assists in facilitating a positive and organized school atmosphere.


RESPONSIBILITIES:


Front Desk Operations:

• Greet visitors, parents, and students in a friendly and professional manner.
• Answer and make phone calls, respond to inquiries, and direct calls to the appropriate staff members.
• Manage the main office email account and distribute messages accordingly.
• Maintain an organized and welcoming front desk area.
• Work on a flexible schedule of an early/late start or early/late close for the purpose of Personalized Learning Plan (PLP) nights/days, Open Houses, Orientation Nights, or other community events when needed.

Student Attendance and Records:

• Oversee student attendance records, including daily attendance tracking and reporting.
• Assist with student enrollment, withdrawal, and transfer processes.
• Maintain accurate student records in compliance with school policies and regulations.
• Prepare and distribute student identification cards and bus passes.

Substitute Teacher Coordination:

• Serve as the primary point of contact for substitute teacher assignments and scheduling.
• Coordinate substitute teacher coverage for absent staff members and classrooms.
• Maintain accurate records of substitute teacher assignments and ensure timely communication with substitute teachers.

Administrative Support:

• Provide administrative support to the principal, teachers, and other staff members as needed.
• Coordinate scheduling for meetings, appointments, and school events.
• Prepare and distribute school announcements, newsletters, and other communication materials.
• Assist with the preparation of reports, forms, and documents.

Safety and Security:

• Monitor visitor access and ensure compliance with school security procedures.
• Coordinate with security personnel and implement emergency protocols as needed.
• Maintain confidentiality of sensitive information and handle inquiries with discretion.

Supplies and Inventory Management:

• Manage inventory of office supplies and place orders as necessary.
• Maintain records of office expenditures and reconcile invoices.
• Coordinate distribution of textbooks, materials, and equipment to staff and students.
• Receive packages and verify receipt of goods and services against purchase orders and invoices.

Parent and Community Relations:

• Serve as a liaison between parents, school staff, and community members.
• Assist parents with inquiries, registration, and forms related to school activities.
• Collaborate with parent-teacher organizations and assist in planning school events.

Other duties as assigned.


ENVIRONMENTAL CONDITIONS:

• Office-based with regular interaction throughout the school.
• Attendance at meetings and events outside regular school hours.

PHYSICAL CONTEXT OF THE JOB:

• Regularly required to sit, stand, walk, talk, hear, operate a computer and other office equipment, reach with hands and arms, and must occasionally lift, move and/or support up to 50 pounds.

SALARY AND BENEFITS:

• $40,000 - $70,000
• Employer paid individual health insurance options.
• Employer paid life insurance.

DISCLAIMER:

• This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements, or working conditions. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.

The Kane County Human Resources Consortium

Job Tags

Full time, Flexible hours, Night shift,

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