Urbana School District #116

TITLE: Early Childhood School Secretary

LOCATION: Urbana Early Childhood School Building

SUPERVISOR: Building Principal

JOB SUMMARY: The responsibility of the Secretary is to perform secretarial and clerical duties to support the Principal and school building.

ESSENTIAL FUNCTIONS: To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

• Use district student information systems to maintain building electronic student files and records.
• Update and maintain student paper files as required.
• Type letters, correspondence, reports, and other documents for the Principal.
• Answer the Principal's phone line and assist with answering other phone lines within the administrative office.
• Coordinate arrangements for meetings scheduled by the Principal.
• Attend building meetings as the Principal assigns; prepare and distribute meeting minutes as necessary.
• Type and distribute the weekly calendar of events and communication to parents and staff.
• Compile, type, and produce the school activity calendar and the building master calendar. Maintain the building room use calendar.
• Maintain and compile student files as needed by the Special Education Department. Compile, format, and produce the Student/Parent Guidebook and Faculty Handbook.
• Maintain building information (personnel list, voicemail/phone numbers, school maps)
• Greet and assist students, parents, and community members.
• Assist with student screening and registration process.
• Accurately complete forms, records and necessary documentation of services for Child and Adult Food Care Program, Illinois State Board of Education and Urbana School District #116.
• Collect and review time sheets submitted by staff for the Principal's signature.
• Distribute any payroll checks to staff.
• Issue all building keys/fobs and maintain an accurate list of all keys distributed to staff for the building.
• Assist in compiling/formatting schedules (supervision schedule, faculty schedule).
• Assist in organizing/coordinating all aspects of school events.
• Monitor the use of the office machines and report maintenance.
• Assist staff with completing assigned duties as needed.
• Maintain building budgets and supplies.
• Perform any and all additional duties as assigned by the Principal.

QUALIFICATIONS:

EDUCATION

• A minimum of a high school diploma or equivalent and an associate's degree or vocational training is preferred.

EXPERIENCE

• Minimum of 3 years of secretarial/clerical experience preferred.
• Experience with computers, word processing, spreadsheets, publications (flyers, programs, documents), and office equipment such as copiers and fax machines.

OTHER SKILLS AND ABILITIES:

• Ability to work collaboratively with an office and school staff team.
• Ability to communicate effectively and professionally with the public both orally and in writing.
• Ability to maintain strict confidentiality regarding student and personnel records.
• Strong attention to detail and excellent organizational skills.
• Ability to meet deadlines and adjust to changing situations.
• Strong public relations skills and ability to interact with people from diverse backgrounds.

TERMS OF EMPLOYMENT:

• Benefit information can be found on the Human Resources webpage.
• This is not a position within the collective bargaining unit and is not an administrative position.
• This is not an exempt position.
• This is a 10 month clerical II position
• Pay rate is dependent on experience and education; up to $19.65/hour

EVALUATION: Performance of this job will be evaluated in accordance with provisions of the Board's policy on evaluation of support personnel.

START DATE: 9/14/2026

AN EQUAL OPPORTUNITY EMPLOYER

REVISED: May 2016