Guest Secretary / Office Aide

Sylvania; Oak Lawn (IL); On-site; USD 21,000 - 28,000; Part time

Job summary

Sylvania in Oak Lawn-Hometown School District 123 seeks a Guest Secretary / Office Aide to provide short-term coverage at assigned school locations. The role involves greeting visitors, supporting students and staff, and handling routine clerical tasks with discretion.

The position requires a High School Diploma, strong communication skills, and the ability to follow site-specific instructions on short notice.

Qualifications

• High School Diploma required
• Previous office experience preferred
• Excellent oral and written communication skills
• Strong interpersonal skills and friendly disposition
• Word processing and computer skills
• Ability to accept assignments on short notice and adapt to varied school and office settings
• Maintain confidentiality of student records

Responsibilities

• Greet and assist visitors, students, parents/guardians, and staff
• Answer telephones, respond to routine inquiries, and refer questions as needed
• Record student attendance, arrivals, and early dismissals in the student management system
• Assist students and notify the nurse or administrator as directed
• Handle incoming and outgoing mail, deliveries, and messages
• Perform routine clerical tasks such as copying, filing, data entry, and document preparation
• Follow site-specific procedures and maintain confidentiality

Skills

Office experience

Interpersonal skills

Oral & written communication

Word processing

Adaptability

Following instructions

Education

High School Diploma

Job description

Our Mission & Strategic Vision

Our mission is to prepare today's learners for tomorrow's world. We seek to intentionally design an environment where every student is held to high expectations and empowered to reach their full potential as productive, well-rounded humans. Driven by our strategic framework, we are committed to five key pillars of excellence:

• Academic Success: Building strong foundations for lifelong learning.
• Supportive & Safe Schools: Nurturing student well-being and security.
• A Thriving Workforce: Sustaining a dedicated and inspired team.
• Operational Excellence: Meeting evolving district needs with efficiency.
• Community Engagement: Fostering reciprocal, authentic relationships.

Our Portrait of a Graduate serves as our "north star", expanding the definition of success to include both core academic knowledge and the essential competencies our community identifies as vital for our students to leave ready for their next step within their academic journey, future work, and life. By clearly articulating these student-focused outcomes. The entire School District 123 Strategic Framework and Portrait of a Graduate can be found at: plan.d123.org.

Job Requirements

The Guest Secretary / Office Aide provides short-term coverage for Secretary and Office Aide absences at assigned school and District locations, typically ranging from a single day to a few weeks. This position is highly visible and will be greeting visitors to the building on a regular basis. Duties may include handling confidential student records and direct contact with students, parents/guardians, and staff. Frequent public contacts in person, by telephone, or email require the application of established policies and procedures, but questions are referred to higher-level authority when a procedure has not been established. Because assignments vary by site and by day, this position requires flexibility and the ability to follow site-specific written instructions with limited orientation.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed are representative of the knowledge, skill, ability, physical demands and working conditions required of this position. They are not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the role.

Job Qualifications

• High School Diploma
• Previous office experience preferred
• Strong interpersonal skills and friendly disposition
• Excellent oral and written communication skills
• Word processing and computer skills
• Ability to accept assignments on short notice and adapt to varied school and office settings

Direct Supervisor

Building Principal or designee at the assigned site, may receive assignments from designated personnel as required.

Essential Functions & Responsibilities

• Demonstrate support of the Oak Lawn-Hometown School District #123 Strategic Framework.
• Uphold the established Board of Education policies, regulations, and administrative procedures.
• Greet and assist visitors, students, parents/guardians, and staff, and follow established building sign-in and visitor procedures.
• Answer telephones, respond to routine inquiries, and refer questions to the appropriate staff member when a procedure has not been established.
• Record student attendance, arrivals, and early dismissals in the student management system as directed.
• Assist students who come to the office, including contacting parents/guardians and notifying the nurse or administrator as directed.
• Handle incoming and outgoing mail, deliveries, and messages to staff.
• Perform routine clerical tasks such as copying, filing, data entry, and preparing documents.
• Follow site-specific procedures and written instructions left by the absent employee or building administrator.
• Ensure appropriate security and safety methods are employed within the office.
• Maintain confidentiality of student records and staff information.
• Communicate and cooperate with colleagues, students, parents/guardians, and the community as needed to meet professional standards.
• Perform other clerical duties as assigned by the Building Principal or designee.
• Ability to sit and/or stand for prolonged periods of time.
• Utilize time management techniques to organize and prioritize work.
• Regular attendance and/or physical presence at the job.

Terms of Employment

Status: Substitute / Guest / Part-Time / Temporary / Seasonal (Non-Represented)

The School Board of Oak Lawn-Hometown School District 123 prohibits any and all forms of discrimination and harassment based on race, color, sex, religion, national origin, marital status, age, homelessness, or disability or other basis prohibited by law in any of its programs, services, activities or employment.