Position Control Specialist

ROE; Libertyville (IL); On-site; USD 35,000 - 50,000; Full time

Job summary

A leading educational institution seeks a Secretary for a 12-month position. The role involves maintaining position inventories, generating reports, and performing essential clerical functions. Ideal candidates must possess a high school diploma, excellent communication skills, and proficiency in Microsoft Office. This busy office environment requires effective time management and attention to detail while handling multiple priorities.

Qualifications

• Must have a high school diploma or equivalent.
• Minimum typing speed of 45 wpm and the ability to pass required proficiency test(s).
• Confidentiality is a must.

Responsibilities

• Maintain District position inventory records and perform secretarial functions.
• Generate reports regarding position control.
• Interact with building principals and assist with various administrative tasks.

Skills

Communication

Time Management

Interpersonal Skills

Attention to Detail

Word Processing

Education

High School Diploma or equivalent

Tools

Microsoft Office

Job description

Position Type:
Secretarial/Clerical/ Secretary - 12-Months

Date Posted:
6/3/2025

Location:
Lincoln Center

Closing Date:
06/16/2025

District:
Waukegan Community Unit District 60

Must have a high school diploma or equivalent.

Minimum typing speed of 45 wpm and the ability to pass required proficiency test(s).

Confidentiality is a must.

Who We Are:
Waukegan Community Unit School District No. 60 serves nearly 14,000 students in preschool throughgrade 12 and is located halfway between Chicago, Illinois and Milwaukee, Wisconsin on the shores ofLake Michigan. The District has 1 early learning center, 15 elementary schools, five middle schools and ahigh school program divided between two 9th – 12thgrade campuses. The District encompasses portions ofWaukegan, Beach Park and Park City.

Why We Do This Work:
The Waukegan Community Unit School District No. 60 has set an ambitious agenda for change, guided bythe belief that all children, regardless of circumstances, can achieve at high levels and academic gaps canand will be eliminated with the support of teachers who deliver engaging, relevant, and academicallyrigorous instruction that excites students and instills a love of learning in them.

Essential Duties and Responsibilities:
To establish and maintain District position inventory records and perform the secretarial and clerical functions necessary to maintain the inventory of all positions at each location within the District. Generate position inventory reports when requested.

Knowledge, Skills & Abilities:
1. Successful past experiences involving communication, time management, computer and interpersonal relationship skills required.
2. Ability to work with data from multiple computer environments including Windows based PCs, District- wide networked systems, and web-based applications.
3. Demonstrates attention to detail and verifies information for accuracy.
4. Effective and efficient word processing skills with knowledge of Microsoft Office.
5. Ability to plan, organize, schedule, and manage documents in a timely and effective manner.
6. 45 wpm typing skills and the ability to pass the District’s secretarial test.
7. Ability to work well with anxious and/or irate individuals.

Essential Functions:
1. Maintain information in iVisions for each position including location, position type (certified, non-certified), position codes, function, fund, etc. pertaining to Middle School and High School, Office Worker, Cafeteria and Crossing Guard positions.
2. and add information in Position Control System and Recruiting and Hiring for both filled and unfilled positions pertaining to Middle School and High School, Office Worker, Cafeteria and Crossing Guard positions.
3. Based on the Board of Education and/or Superintendent’s approval, build new positions in the District position inventory.
4. Electronically post, monitor and track all vacancies in Recruiting and Hiring pertaining to Middle School and High School, Office Worker, Cafeteria and Crossing Guard positions.
5. Generate reports when requested regarding position control.
6. Establish and maintain a professional working relationship with the Business Services, Payroll and Information Services Department regarding the maintenance of position inventory.
7. Interact with the building principals and the Manager of Talent Acquisition and Licensure in compiling position inventory information.
8. Assist in the displacement and Reduction in Force (RIF) personnel actions.
9. Account for the movement and transfers pertaining to Middle School and High School, Office Worker, Cafeteria and Crossing Guard positions.
10. Collect evaluations for the following areas: Middle School and High School, Office Worker, Cafeteria and Crossing Guard positions.
11. Create annual seniority report Office Worker employees.
12. Initiate salary changes calculations for Middle School and High School, Office Worker, Cafeteria and Crossing Guard positions.
13. Perform intake process and ensure all pre-employment documentation is collected and accounted for in the personnel file.
14. Process all notifications when the pre-employment information has been obtained and the applicant is eligible to begin employment, including checking ISBE licensure issuance and endorsement for specific subject areas.
15. Create and maintain personnel files.
16. Scan all file all new employee personnel files into LaserFiche
17. Keep in confidence all employment related matters.
18. Distribute applications (and test when required) to new applicants as needed.
19. Attend recruitment fairs as necessary.
20. Participate with fall and spring staffing conferences.
21. Maintain the electronic Personnel Action Request (PAR) system.
22. Perform the secretarial and clerical functions necessary to maintain the inventory of all positions at each Middle School and High School, Office Worker, Cafeteria and Crossing Guard positions.
23. Perform as a backup to the PreK-5 Position Control Specialist.
24. Assist in the process of Employment Verification (VOEs) for all employment groups.
25. Assist with the District’s annual recognition and retirement dinner.
26. Score all Paraprofessional and Secretarial pre-employment tests.
27. Create hire letters and contracts for certified employees, paraprofessionals, Office Worker, Cafeteria and Crossing Guard staff at the at the Middle School and High School level.
28. Greet visitors to Human Resources and assist with their needs or direct to appropriate parties.

Qualifications:

Must have a high school diploma or equivalent.

Minimum typing speed of 45 wpm and the ability to pass required proficiency test(s).

Confidentiality is a must.

Note: The above statements are intended to describe the essential functions and related requirements of persons assigned to this job. They are not intended as an exhaustive list of job duties, responsibilities, and requirements.

Work Environment: Busy office environment with multiple priorities and frequent interruptions.

Terms of Employment: Twelve months.

Compensation: Class Specialist/12 Months - Salary Schedule