Secretary to the Director of Buildings and Grounds and School Safety

Job Summary: 
The Secretary to the Directors of Buildings and Grounds and School Safety perform a wide variety of secretarial and clerical duties in support of both the Building and Grounds Department and the School Safety Department. The position ensures efficient departmental operations, assists in maintaining safe, orderly, and secure school environments, and serves as a key liaison to internal staff and external agencies.

Qualifications: 

• High School Diploma or equivalent required.
• Graduate of a recognized program of secretarial studies preferred.
• Two years of experience as an office secretary or two years of experience as a school secretary.
• Experience with I-visions (Parallels), Frontline’s Absence Management, or related systems.
• Ability to effectively communicate verbally and in writing with staff, and the general public in a clear, articulate, and courteous manner.
• Demonstrated proficiency using Microsoft Office programs, such as Word and Excel, Google applications, and other school-related software.
• Demonstrated proficiency in office related tasks such as typing, filing, and organization.
• Ability to positively react to change productively and handle additional tasks as assigned.

Primary Responsibilities:

• Creates and maintains an organized, professional, and efficient office environment for the Buildings and Grounds and School Safety Departments.
• Performs a wide variety of secretarial and clerical tasks to support daily departmental operations, including filing, data entry, record-keeping, and document preparation.
• Types, formats, and distributes internal communications, maintenance updates, safety notices, and compliance-related documents.
• Drafts, formats, and proofreads internal and external communications, ensuring clarity and adherence to District standards.
• Maintains departmental calendars, including schedules for safety drills, inspections, facility projects, and meetings.
• Develops and maintains forms, spreadsheets, checklists, and tracking tools that support work order management, vendor coordination, and safety documentation.
• Assists in preparing presentations, reports, and emergency response materials related to safety, maintenance, and capital improvement planning.
• Processes orders for supplies and equipment for Building and Grounds and Safety operations.
• Assists in securing and organizing quotes, purchase orders, and invoices.
• Communicates with vendors and district personnel to resolve issues related to orders, deliveries, and billing discrepancies.
• Assists in reconciling vendor statements and tracking expenditures to ensure alignment with assigned budgets.
• Reviews departmental timesheets, particularly for overtime accuracy and completeness.
• Serves as a liaison between the department and staff members, including principals, teachers, secretaries, and custodial teams.
• Supports communication and coordination with external agencies during emergencies or planned safety events.

Salary:

• Starting hourly pay of $17.59.
• Hourly pay is commensurate with prior relevant experience as determined by the District.
• Paid vacation, sick days, and personnel days provided.
• The District offers a competitive benefits package, which includes health (Blue Cross Blue Shield), dental (Guardian), vision (VSP) and life insurance plans (2025-2026 CCSD130 Benefit Summary Guide);
• Reimbursement of up to $100 for goods and activities that promote wellness as part of the District's Employee Wellness Program.
• Employees will be paid an additional $2.00 per hour if they elect to waive their health insurance coverage.
• Employee assistance program offered to employees and their immediate family members.

Working Conditions:

• Work Hours: 6:00 a.m. to 2:00 p.m.
• 12-month position.

                               
Cook County School District 130 is an equal opportunity employer.