Senior Administrative Secretary
Naperville Community Unit School District 203 - Naperville, IL

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Openings as of 4/8/2013

Senior Administrative Secretary
JobID: 1104

Position Type:
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Support Staff/Office/ Administrative Secretary

Date Posted:

4 - Administrative Center - Special Education

Date Available:

# work weeks / year

# hours / day


Hourly rate

Annual shift stipend


7.5 hours per day


NESPA - Category 5




This position is governed by a collective bargaining agreement and eligible for insurance benefits.


Understand special education processes and timeliness of data entry across multiple systems

Consistent and accurate data entry

Strong attention to detail and follow through

Strong organizational skills

Ability to work under pressure to achieve aggressive deadlines

Proactive problem solving skills

Ability to use various software systems: Microsoft, Excel, etc.

Understanding of enrollment service types and the usage of each

Strong emphasis on data entry for State Reporting and correct entry and process for home/serving/testing school information

Strong communication between appropriate school and district staff as it relates to enrollment and district data
Purpose Statement
The job of Senior Administrative Secretary was established for the purpose/s of providing administrative and secretarial support to assigned administrators; monitoring assigned activities; and providing information, recommendations and/or direction as requested by assigned administrator.
This job reports to Administrator/Supervisor
Essential Functions

Collects payments for a variety of events (e.g. fines, fees, fund raisers, tuition for EC level, testing registration HS level, etc.) for the purpose of completing transactions and/or securing funds.

Compiles data from a variety of sources (e.g. student eligibility forms, requisitions, budget reports, specialized reports, personnel records, etc.) for the purpose of complying with financial, legal and/or administrative requirements.

Coordinates a variety of projects, functions and/or program components (e.g. 504 meetings, coaches, medical personnel, transportation, screenings, meetings, in-service events, travel and accommodations, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.

Maintains a wide variety of manual and electronic documents files and records (e.g. eligibility data for all athletes, budget data, employee records, financial records, reports, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.

Monitors a variety of activities on behalf of assigned Administrator (e.g. account balances, course registration information, purchase order status, etc.) for the purpose of achieving goals and meeting target dates.

Prepares a variety of documents (e.g. award certificates, performance summaries, athletic eligibility reports, correspondence, agendas, minutes, event programs, bulletins, reports, mailings to parents, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.

Processes documents and materials (e.g. deposits, time sheets, requisitions, travel reimbursements, budget transfers, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.

Procures supplies and materials for the purpose of maintaining availability of required items.

Represents assigned Administrator in their absence for the purpose of conveying and/or gathering information required for their functions.

Researches a variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements.

Responds to a variety of inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information or direction and/or facilitating communication among parties.

Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.

Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
Other Functions

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
Job Requirements: Minimum Qualifications
Skills, Knowledge and Abilities
SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; planning and managing projects; and preparing and maintaining accurate records.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; concepts of grammar and punctuation; pertinent codes, policies, regulations and/or laws; and safety practices and procedures.
ABILITY is required to schedule activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; working with frequent interruptions; setting priorities; and establishing and maintaining effective working relationships.
Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; and tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.
Working Environment
The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally the job requires 70% sitting, 10% walking, and 20% standing. The job is performed in a generally hazard free environment and in a clean atmosphere.
Experience Job related experience with increasing levels of responsibility is desired.
Education High School diploma or equivalent.

Naperville Community Unit School District 203 - 24 months ago - save job