JobID 333 : Building Secretary (#2093875)
Job Title: Building Secretary
District Name: Calumet City School District 155
Address: 540 Superior Ave., Calumet City, IL 60409
Phone Number: (708) 862-7665
Fax Number: (708) 868-7555
Region: Cook South
Type of Employment: Full-time permanent
Job Category: Clerical
Grade Level: Other
Salary/Benefits: Competitive salary and benefits. 11 month Building secretary position. Hours 8:00 a.m. to 4:00 p.m. School Office closed the month of July.
Duties: The primary duty of the building secretary is to assist, support, and provide secretarial services to the building and district administration.
Responsibilities: Responsibilities of the building secretary include but are not limited to:
1. Collect substitute IDs and distribute classroom fobs. Direct substitutes to the correct classroom and verify that they complete the forms necessary for payment. Additionally, present the substitute with any notices or information that is needed for the class to which they are assigned.
2. Issue tardy slips to students after recording the student’s name, time of arrival and reason for being tardy.
3. Collect student absentee and tardy information from the teachers/substitutes, record and input information into the computer. Send Honeywell Instant Alert for unexcused students. Run Absentee Report.
4. Fill “request for materials and supplies” form as per building policy.
5. Sort, distribute and open school mail.
6. Do general office filing.
7. Place postage on correspondence and/or packages that are to be mailed. Mail items.
8. Maintain and update student cumulative files, permanent record card and other records . Update student demographics in computer.
9. Assist the psychologist, speech pathologist, and Student Services administration when they are in the building.
10. Answer all incoming phone calls and notate messages when necessary.
11. Duplicate and copy materials when necessary.
12. Supervise students sent to see the administrator, until administrator is available.
13. Sign out students whose parents have come for early dismissal.
14. Greet parents and business callers who have come to the office for various reasons.
15. Collect visitor IDs, distribute visitor lanyards and maintain record of visitors by name, date, time in and time out.
16. Administer first aid in the absence of the health aide/nurse.
17. Summons the custodian as needed, such as for deliveries, clean up, etc.
18. Supervise students making phone calls.
19. Maintain up-to-date student listings (class lists, phone/address lists, honor roll, etc.).
20. Convey homework assignments from teachers to parents for students who are absent.
21. Facilitate registration of students which includes contacting residency officer for current residency paperwork and the nurse for current immunizations, physical/dental forms. Have parents complete registration forms, verify and copy birth certificates, obtain transfer forms, previous school’s records, collect lunch applications, book rental agreement forms or book rental fees, write receipts. Discuss and distribute parent information (parent/student handbook, calendar, supply list, bus route schedule, etc.).
22. Check and maintain office machines.
23. Organize and submit to the district bookkeeper monies.
24. Determine cost of book when books are damaged or lost as well as receipting funds received for aforementioned books.
25. Communicate with the district office personnel regarding teacher absences.
26. Contact parents for students not picked up.
27. Prepare sign-in sheets for teachers and non certified staff.
28. Review attendance printout and prepare ADA Building Summary Sheets.
29. Maintain the supply and book room.
30. Prepare transfer and drop forms for students moving out of district. This includes typing the transfer and drop forms, obtaining the academic and health records. Also check for any money owed, outstanding library books, school textbooks, athletic uniforms, and personal items in lockers.
31. Prepare, duplicate and distribute all notices that are going home with students.
32. Notify teachers of due dates for the completion of report cards and progress reports. Print out and distribute report cards to the appropriate teacher. Assist teacher with making necessary changes.
33. Once items ordered are received, pull the packing slip and invoice and send to the district office.
34. Complete other tasks assigned by the Principal or Assistant Principal.
35. Prepare and send out messages to parents/guardians via alert system.
36. Facilitate regular student registration, which includes collection of book rental fees, distribution of lunch application forms, writing receipts, updating data on the student enrollment cards and cumulative folders, distributing information (parent/student handbook, calendar, supply list, bus route schedule, etc.). Update student records in student demographics in computer program after regular registration.
37. Cooperate with the high school regarding any 8th grade student information that will be requested. Continue to submit information to the high school for any new incoming 8th grade student.
38. Handle all duties regarding 8th grade graduation which include setting up cap and gown measuring date, assist vendor on that date, contact vendor with diploma information and count, collect diploma name forms, type and verify diploma names, send list to vendor, collect payment for cap and gowns, diplomas, write receipts, order graduation program cover, work on graduation program using previous year’s program, make changes and add new graduates, print and fold programs, pull cap and gowns for ineligible students, get cap and gowns ready for teachers to distribute along with year-end report cards.
39. Cooperate with school picture personnel in the taking of pictures. Distribute advertising to students/parents. Distribute school pictures upon arrival to school.
40. Prepare all books and supplies to be distributed to the appropriate teacher.
41. Assist administration in preparing the class schedule for the new school year.
42. Verify all books and supplies delivered from the district office.
43. Update student records for the next grade level.
44. Prepare and type school supply orders.
45. Update inventory for the main office.
46. Send student records and related administrative records to required building/buildings.
47. Other duties assigned by administration/supervisor. District 155 expects clerical candidates to be team players with a high degree of energy, flexibility, and initiative. Expectations are that clerical staff are clear verbal and written communicators, have well-developed interpersonal skills, well organized, and seek continuous self-improvement.
Qualifications: Must be able to operate WORD, EXCEL, OUTLOOK and willing to learn all appropriate school programs including PowerSchool; Honeywell Instant Alert and other programs.
Working Environment: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The position’s functions require some agility to lift and/or move up to 20 pounds and fine finger dexterity to enter information into the different school data systems.
District Website: http://www.calumetcity155.org