Asst. Dir. of Post Secondary Success - Early College and Career Pathways Secretary C

Function / Position Summary
Provide office support to parents, teachers, and administrators to ensure organized and efficient operations of
the Post Secondary Success office including Early College and Career Pathways. Monitor the daily operations
of the Office of Post Secondary Success and assist the Assistant Director of Post Secondary Success - Early
College and Career Pathways with routine administrative tasks as directed. Exercise strong time management,
multitasking, and prioritizing skills while upholding School District U-46 ICARE Standards and utilizing excellent
verbal and written communication skills to ensure all timelines are met. Maintain confidentiality of student
information in the school and community.

Job Duties / Responsibilities

• Secretarial duties including but not limited to, attend meetings, screen and route phone calls. Schedule appointments, coordinate meetings and prepare meeting materials, agendas, attendance sheets, minutes, etc., filing, duplication, secretarial and clerical support to the Assistant Director of Post Secondary Success - Early College and Career Pathways and Post Secondary Success Department.
• Compile and enter data (e.g. work orders, budget reports, timesheets, student data, personnel records, curricular programs, facility, etc.).
• Supports partnerships with district representatives from Teaching & Learning, Equity & Innovation, Office of Schools, Post Secondary Success, the Assistant Director of Post Secondary Success - Gifted, Accelerated, and Magnet Programs, and the Coordinator of Instructional Programs and Supports to coordinate, implement and oversee gifted, enrichment, credit recovery, and acceleration school year and summer school programs.
• Facilitate and manage Dual Credit textbook collection, distribution and inventory.
• In collaboration with the assistant director, assist create spreadsheets, updates and information to parents, update lists, order supplies, download applications, generate letters, collect and accept forms, assist with managing software platforms, and follow applicable timelines.
• Support Early College and Career Pathways programs by maintaining up to date websites, supporting professional development activities, generating reports, and assisting with contract renewals.
• Support Regional Pathways/Northern Kane County Regional Vocational System EFE110 initiatives including regional and internal pathway student application, registration, attendance, grade data, transcripts, and transportation for students at school districts U-46 and D301. Supply schools with weekly reports.
• Process purchase orders, invoicing, and all other documents/forms required for the daily operation of the department (as required).
• Contact vendors to expedite the delivery of purchased equipment and services.
• Perform record keeping activities including account maintenance and reconciliation.
• Assist with office scheduling of calendars, meetings, and training as requested including department websites.
• Assist with various district events including Student Events, Gifted Programing, Early College and Career Pathway Community Events, Dual Credit Events, Post Secondary Community Events, CTE Events, Magnet Academy Events, and other events as applicable.
• Prepare materials packets needed for all meetings and presentations including but not limited to Professional Development, Board of Education, Curriculum Sessions, Department Meetings, etc.
• Process and maintain mail and mailing lists, inventory of supplies, monitor email address, and files for the departments.
• Facilitate travel plans and reimbursement for supervisors and teachers for professional development and other activities as well as plans for out-of- student competitions.
• Support collaboration with community partners to develop and implement resume workshops, internships, career panels, job fairs, etc.
• Maintain designated spreadsheets and all department files, both electronically and in hard copy.
• Provide support to dual credit and AP teachers, registration support procedures and processes and other areas as needed.
• Support Early College and Career Experience teachers with the writing, editing, and revising of curriculum materials and equipment to support the instructional program of early college experience and career courses according to curriculum guidelines.
• Collaborate with the other Post Secondary Success and CTE Grant Secretaries as needed.
• Support work-based learning, team-based challenges, internships and college and career pathway endorsements programs (CCPE), and other opportunities for all students.
• Due to the nature of the position and the offsite responsibilities, a laptop is required.
• Other duties as assigned.

Education

• High School diploma or equivalent required.
• Associates degree preferred.

Experience / Knowledge

• Five years of secretarial duties preferred.
• Proficient in processing, spreadsheets reconciliation, graphs, charts, proposals, grant applications, agendas, minutes, letters, and all other correspondence.
• Basic knowledge of current procedures, rules, and regulations as identified by the ISBE and other governmental agencies.
• Bilingual - English/Spanish - (written/verbal) preferred.
• Knowledge of Infinite Campus preferred.

Physical Demands

• Ability to work on a computer/telephone over the major portion of the day.
• Ability to lift up to 25 pounds.
• Ability to move, aid in setup, and/or install equipment for district events.

SECRETARIAL CLASSIFICATION CRITERIA
(As defined in the 2022-2026 Agreement between District U-46 Secretarial Association and the Board of Education)

Classification A (Proficiently demonstrates all criteria listed)

• Ability to communicate and interact with staff and co-workers in a professional manner
• Demonstrates positive customer service skills
• Demonstrates confidentiality
• Ability to work independently
• Ability to prioritize tasks
• Demonstrates organizational skills
• Keeps accurate filing
• Maintaining appropriate inventories and online file management
• Able to use office machines (ex. laminator, fax, intercom, phone, copier)
• Accurate typing/keyboarding
• Working knowledge of computer programs
• Willingness and ability to learn

Classification B (Proficiently demonstrates all criteria listed, including classification A)

• Perform reception duties
• Perform student attendance duties
• Utilize excellent written and verbal communication skills (parents, staff and students)
• Responsible for tracking and balancing building/department expenditures (if applicable)
• Working knowledge of computer program Word and Excel
• Willingness to learn and become proficient in advanced applications and specialized computer programs (Mail Merge, Student Information Systems, Business Portal, etc.)

Classification C (Proficiently demonstrates all criteria listed, including classifications A and B)

• Demonstrates appropriate decision making in support of or in absence of director or supervising administrator
• Knowledge and ability to perform necessary tasks to ensure the smooth operation of the district level department/building
• Proficient in specialized computer programs and applications
• Responsible for creating and initiating written and verbal communication (community and district officials/representatives)
• Responsible for maintaining director or supervising administrator calendar/schedule (if applicable)
• Responsible for office management, environment, staff, finances (banking and financial software)
• Ultimately responsible for coordination, organization, facilitation of district level department/building

Terms of Employment

• This is a 12-month position.
• Salary and benefits as established by the Board of Education and set forth in the collective bargaining agreement as applicable.

Additional Information

• DUSA Classification: C
• Starting Pay Rate: $18.12
• Hrs/Day: 8 hrs.
• Benefit and Pension eligible