School Secretary - Attendance

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 9-12 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.

Organizational Relationship:
Under the primary direction of the School Principal and secondary direction of the Assistant Principal or Principal designee.

Essential Duties and Responsibilities:
1. Perform all necessary secretarial, clerical and record keeping functions, including filing in a timely manner as necessary for the effective functioning of the office and school.
2. Collaborates with school Administrators and Co-Secretary in all aspects of providing support to the school.
3. Acts as receptionist for the school welcoming students, parents, staff and visitors to the school.
4. Receives phone calls and distributes messages accordingly.
5. Enrolls and withdraws students using the Student Information System (SIS) and Online processing. Participates in all registrations for the school and incoming and/or returning students. This is not limited to following district timelines.
6. Maintain and update all necessary census data in SIS relating to the student record, including but not limited to: Registration, Fees, Households, Phone, Address, etc.
7. Communicate with all Administrative Departments and other schools when necessary.
8. Become well versed in all software programs used for data collection, attendance reporting, payroll reporting and finances within the district.
9. Assists during peak times and extended absences with financial duties; deposits, requisitions, collection of fees, and payroll as directed by Principal within District Guidelines and Procedures.
10. Performs daily student attendance reporting and editing in SIS. Collaborates with Principal and Co-Secretary in student attendance reporting, recording, truancy, etc.
11. Generation and distribution of student attendance letters.
12. Assists during peak times and extended absences with generation and distribution of student fee statements, etc. as directed by District Offices.
13. Follows through with student records requests in a timely manner and maintains all necessary documentation following Records Management Procedures.
14. Creates and maintains CUM Folders and White Cards for all students, including Transcript Labels. Follows District Record Management Procedures for maintaining student records.
15. Gather material and obtain documents, electronic or otherwise, for reports and other purposes in accordance with specific instructions.
16. Perform a wide variety of confidential and complex secretarial tasks for the school.
17. Respond to requests for sensitive information and provide assistance as appropriate.
18. Ensure confidentiality of all information.
19. Support office by using automated equipment such as computers, printers, copy equipment, voice messaging system, electronic mail systems and telephones.
20. Assists during peak times and extended absences in maintaining all school finances, including but not limited to Student Fees, Board Accounts and Activity Accounts.
21. Collaborates and works with Principal, Assistant Principal, and Co-Secretary daily regarding staff absence reports and need for classroom coverage.
22. Attend all training and workshops as deemed necessary and mandatory by LC Administration, Administrative Departments and Supervisor(s).
23. Take initiative for self-improvement and skill growth.
24. Perform other job related duties as assigned.
25. Collaborate with Administration and Co-Secretary to become fully versed and skilled to perform cross coverage responsibilities during extended absences. This is not limited to district training, self-initiative and/or building based needs.

Qualifications:
1. Must have a high school diploma of equivalent;
2. Commitment to the belief that all children, regardless of circumstances, can achieve at high levels.
3. Good communication, organizational, computer, and interpersonal skills required.
4. Demonstrated ability to work with data in multiple computer environments, including but not limited to: Windows based PC’s, district-wide networked systems including the Student Information System (SIS) and Financial Management System (FMS), Google systems.
5. Effective and efficient word processing skills with knowledge of Microsoft Office suite of programs.
6. Demonstrated ability to multitask effectively and prioritize strategically.
7. Ability to care for minute details and editing skills to ensure reliable and accurate results, verifying information for accuracy.
8. Ability to do record keeping, prioritize and work independently with minimal supervision and follow oral and written instructions.
9. Successfully work in a collaborative environment.
10. Ability to interact in a positive manner with students, staff, parents, outside agencies, and central services staff.
11. Ability to plan, organize, schedule, and manage documents in a timely and effective manner.
12. Pass the district secretarial typing test and exam(s).
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Compensation: 1A per WPSS Contract, click to see WPSS Salary Structure

Terms of Employment: Ten months

Application Deadline: Candidates must submit an online application by the closing date.

Work Environment: Busy office environment with multiple priorities and frequent interruptions.