Job description
- Greet and screen callers and visitors, ascertain nature of inquiry and direct to appropriate personnel.
- Communicate with District personnel and/or parents according to established guidelines, policies and procedures.
- Assure timely and accurate communications between office and other departments and outside agencies.
- Accurately compose, transcribe, and process correspondence, reports, presentations, bulletins, guides and forms both independently and from oral/written direction.
- Accurately take and transcribe dictation and meeting minutes, as necessary.
- Manage calendar for the Executive Administrators to whom assigned.
- Maintain a cordial relationship with staff, parents, outside organizations and multi-lingual community residents.
- Research and compile information for Federal, State and District reports and special projects as assigned.
- Inform the Executive Administrators to whom they are assigned of scheduled meetings, telephone calls, correspondence, work to be completed, department problems and concerns and other matters that require attention, as well as any recommended follow-up action taken or which may be required.
- Maintain comprehensive, accurate records and prepare reports and files including those of a confidential nature.
- Keep organizational and financial information current at all times.
- Prepare, duplicate and mail information and materials to parents, staff, administrators and community/educational organizations.
- Prepare and maintain a variety of complex documents, correspondence, reports and related materials.
- Evaluate and process incoming mail, highlighting important information and deadlines for Executive Administrators’ attention.
- Operate a variety of standard office equipment. Demonstrate proficiency in BoardDocs, Word, Excel and PowerPoint.
- Order and maintain office supplies and other materials in a fiscally responsible manner.
- Assist in all matters pertaining to budget management. Manage requisitions and financial transactions pertaining to office expenses and reimbursements.
- Handle all details relating to Executive Administrators’ attendance at local and national conferences.
- Create, submit and track purchase orders at the direction of Executive Administrators.
- Perform all other duties as assigned, which may include specialized projects unique to the team area.
- Modern office practices, procedures and equipment usage.
- Proper record-keeping techniques.
- Correct English usage, grammar, spelling, punctuation and vocabulary.
- Interpersonal skills using tact, patience, courtesy and proper office etiquette.
- Procedural requirements and timelines for completion of administrative tasks pertinent to the administrative activities and responsibilities of the assigned Cabinet offices and Executive Administrators.
- Independently anticipate and act upon the needs of the Executive Administrators to whom they are assigned.
- Use consistent, good judgment and demonstrate sound decision-making and problem-solving abilities.
- Communicate effectively both orally and in writing.
- Establish and maintain cooperative and effective working relationships with others.
- Maintain accurate records and prepare reports.
- Determine and take appropriate action within clearly defined guidelines.
- Work independently with little direction.
- Create schedules and timelines.
- Develop presentations and audio visual materials and newsletters.
- Independently compose correspondence and written materials.
- Perform specialized secretarial and administrative actions in support of program activities unique to the duties and responsibilities of the assigned administrators and cabinet members.
- Utilize Microsoft Office Professional in all aspects of job performance.
- Create and maintain a professional and accessible office atmosphere.
- Maintain strict confidentiality in handling and maintaining of sensitive department and District information.
- Manage assignments and resolve conflicts and competing priorities among multiple cabinet members.
- Demonstrated ability to multitask effectively and prioritize strategically.
- Be able to successfully work in a collaborative environment.
- Able to mediate and resolve conflicts.
- Bachelor’s Degree from an accredited University preferred.
- Bilingual preferred, but not required.
- Ability to communicate effectively with individuals and groups of all ages, backgrounds, and educational levels.
- Ability to remain flexible to changes in assignments or situations.
- Ability to maintain confidentiality.
- Ability to work independently with minimal supervision.
- Effective oral and written communication skills.
- Ability to maintain timely and accurate records.
- Completion of Google Suite training within 90 days of employment.
JobID: 4590
Position Type:
Secretarial/Clerical/Secretary Administrative
Secretarial/Clerical/Secretary Administrative
Date Posted:
5/4/2023
5/4/2023
Location:
Lincoln Center
Lincoln Center
Closing Date:
05/17/2023
05/17/2023
Who We Are:
Waukegan Community Unit School District No. 60 serves nearly 15,500 students in preschool through grade 12 and is located halfway between Chicago, Illinois and Milwaukee, Wisconsin on the shores of Lake Michigan. The District has one early learning center, 15 elementary schools, five middle schools and a high school program divided between two 9th – 12th grade campuses. The District encompasses portions of Waukegan, Beach Park and Park City.
Why We Do This Work:
The Waukegan Community Unit School District No. 60 has set an ambitious agenda for change, guided by the belief that all children, regardless of circumstances, can achieve at high levels, and academic gaps can and will be eliminated with the support of teachers who deliver engaging, relevant, and academically rigorous instruction that excites students and instills a love of learning in them.
What We Need:
Under the direct supervision of the Deputy Superintendent of Operational Supports Program and indirectly to multiple Executive Administrators, this position will be responsible for performing cabinet-level secretarial duties necessary for the efficient, confidential and effective operation of their assigned offices, as well as providing services to persons in their assigned departments.
Essential Duties and Responsibilities:
Knowledge and Abilities
Knowledge of:
Ability to:
Qualifications:
Work Environment: Busy office environment with multiple priorities and frequent interruptions. Support of Cabinet administrators in multiple locations within Lincoln Center.
Terms of Employment: Twelve months.
Compensation: TBD
Only online applications will be considered for interviews.
Apply: www.wps60.org
Apply: www.wps60.org
Waukegan Community Unit School District 60 offers employment opportunities
without regard to age, gender, gender identity, race, color, national origin, religion, marital or military/veteran status, sexual
orientation, pregnancy, parental status, genetics,disability, or other protected category.
without regard to age, gender, gender identity, race, color, national origin, religion, marital or military/veteran status, sexual
orientation, pregnancy, parental status, genetics,disability, or other protected category.
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