Early Childhood School Secretary

Experience Champaign Urbana; Urbana (IL); On-site; USD 22,000 - 32,000; Part time

Job summary

Urbana School District #116 is seeking an Early Childhood School Secretary to provide essential secretarial and clerical support to the Principal at the Urbana Early Childhood School Building.

The role involves managing student records, calendars, communications, and event coordination while handling payroll-related duties and building administrative tasks in a 10-month clerical II position. Pay up to $19.65/hour.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• 3+ years of secretarial/clerical experience preferred.
• Experience with computers, word processing, spreadsheets, publications, and standard office equipment.

Responsibilities

• Maintain building electronic student files and records in district systems.
• Type letters, reports, and documents for the Principal.
• Answer phone lines and assist in the office during the day.
• Coordinate meetings and prepare minutes as assigned by the Principal.
• Prepare and distribute the weekly events calendar to parents and staff.
• Maintain the school activity and master calendars; manage room-use calendar.
• Support with student screening, registration, and documentation for programs.
• Distribute payroll checks and manage building budgets and supplies.
• Issue keys/fobs and track access; assist with schedules and events.

Skills

Team collaboration

Effective communication

Confidentiality

Attention to detail

Organizational skills

Deadline orientation

Education

High school diploma or equivalent

Associate's degree or vocational training preferred

Tools

Word processing

Spreadsheets

Publications

Copiers & Fax machines

Job description

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