Building Secretarial Position

The Illinois Association of School Administrators; Gillespie (IL); On-site; USD 34,000 - 46,000; Full time

Job summary

The Illinois Association of School Administrators in Gillespie, Illinois, seeks an Administrative Support professional to join our front office. You will greet visitors, answer calls, manage mailings, and help maintain a safe, organized environment.

You will process student enrollment and records, assist with communications, coordinate meetings, and provide clerical support to the principal and staff while ensuring confidentiality and accuracy in records and payments.

Qualifications

• Proficiency in Microsoft Office Suite and Skyward preferred
• Strong organizational, communication, and interpersonal skills
• Ability to multitask and remain calm in a fast-paced environment
• Must pass a background check

Responsibilities

• Greet and assist students, parents, staff, and visitors in a professional and welcoming manner
• Answer and direct incoming phone calls, take messages, and respond to general inquiries
• Manage incoming and outgoing school correspondence, emails, and mailings
• Maintain a safe and organized front office environment
• Process student enrollment, withdrawals, and transfers
• Maintain accurate and up-to-date student records and cumulative files
• Record and monitor daily student attendance and notify parents of absences
• Generate attendance reports as requested by administration
• Provide clerical support to the principal and administrative staff
• Prepare and distribute newsletters, flyers, announcements, and other school communications
• Schedule and coordinate meetings, appointments, and school events
• Order, track, and distribute office and classroom supplies
• Operate and maintain office equipment including copiers, printers, and fax machines
• Contact parents or emergency contacts when students are ill or injured
• Follow protocols for visitor sign-in and building security procedures
• Assist with emergency drills and procedures as directed
• Collect and record school fees, activity funds, and other payments
• Assist with basic bookkeeping and maintain financial records as assigned
• Prepare purchase orders and process invoices under the direction of administration

Skills

Microsoft Office Suite

Skyward SIS

Organizational skills

Communication skills

Interpersonal skills

Multitasking

Education

High school diploma or equivalent

Associate's degree preferred

Tools

Skyward

Job description

• Greet and assist students, parents, staff, and visitors in a professional and welcoming manner
• Answer and direct incoming phone calls, take messages, and respond to general inquiries
• Manage incoming and outgoing school correspondence, emails, and mailings
• Maintain a safe and organized front office environment
• Process student enrollment, withdrawals, and transfers
• Maintain accurate and up-to-date student records and cumulative files
• Record and monitor daily student attendance and notify parents of absences
• Generate attendance reports as requested by administration

Administrative Support

• Provide clerical support to the principal and administrative staff
• Prepare and distribute newsletters, flyers, announcements, and other school communications
• Schedule and coordinate meetings, appointments, and school events
• Order, track, and distribute office and classroom supplies
• Operate and maintain office equipment including copiers, printers, and fax machines

Health & Safety

• Contact parents or emergency contacts when students are ill or injured
• Follow protocols for visitor sign-in and building security procedures
• Assist with emergency drills and procedures as directed
• Collect and record school fees, activity funds, and other payments
• Assist with basic bookkeeping and maintain financial records as assigned
• Prepare purchase orders and process invoices under the direction of administration

Qualifications

High school diploma or equivalent required; Associate's degree preferred

• Proficiency in Microsoft Office Suite and student information systems (Skyward) preferred
• Strong organizational, communication, and interpersonal skills
• Ability to multitask and remain calm in a fast-paced environment
• Must pass a background check

Salary/Benefits

To be determined with selected candidate based on experience.