Postsecondary Success Secretary C

School District U-46; Elgin (IL); On-site; Full time

Job summary

An established industry player is seeking a dedicated Secretary for their Post Secondary Success department. In this pivotal role, you will support student engagement and college readiness through effective office management and communication. Your responsibilities will include managing schedules, coordinating meetings, and assisting with essential reporting and budgeting tasks. This position offers a chance to contribute significantly to the educational journey of students while working in a collaborative environment. If you are organized, detail-oriented, and passionate about supporting educational success, this opportunity is perfect for you.

Benefits

Health benefits

Pension eligibility

Paid time off

Professional development opportunities

Qualifications

• 5 years of secretarial experience preferred.
• Proficient in processing spreadsheets and correspondence.

Responsibilities

• Manage office operations and support the Director of Post Secondary Success.
• Compile data and assist with grant budgeting and reporting.

Skills

Secretarial skills

Communication skills

Data entry

Organizational skills

Bilingual (English/Spanish)

Education

High School diploma or equivalent

Associates degree

Tools

Microsoft Word

Microsoft Excel

Infinite Campus

Job description

• Position Type:
  Secretary / Clerical/ Department Secretary
  
  
• Date Posted:
  4/11/2025
  
  
• Location:
  Post Secondary Success
  
  
• Date Available:
  ASAP
  
  

Position / Title: Post Secondary Success Secretary C

Bargaining Unit: DUSA Department/Location: Post Secondary Success

Calendar Days: 260 Reports To: Director of Post Secondary Success

JD Revision Date: 05/29/2024 Supervises: N/A

Function / Position Summary
Support student engagement for college and career readiness through office management, timely communications, and directed procedures. Assist the Director with the creation and implementation of state and other assigned required reporting, grant budgeting, and related program purchasing. Uphold School District U-46 ICARE Standards. Maintain confidentiality of student information in the department, school, and community.

Job Duties / Responsibilities

• Secretarial duties including but not limited to: attending meetings, screening and routing phone calls, scheduling appointments, coordinating meetings and preparing meeting materials, agendas, attendance sheets, minutes, etc., filling, duplication, secretarial and clerical support to the Director Post Secondary Success and the Coordinator of Instructional Programs & Support.
• Compile and enter data (e.g. work orders, budget reports, timesheets, personnel records, facility programs, etc.).
• Supports partnerships with district representatives from Teaching & Learning, Equity & Innovation, Office of Schools, the Assistant Director of Post Secondary Success - Early College and Career Pathways, the Assistant Director of Post Secondary Success - Gifted, Accelerated, and Magnet Programs, and the Coordinator of Instructional Programs and Supports to coordinate, implement and oversee gifted, enrichment, credit recovery, acceleration summer school programs, and early college.
• Process purchase orders, invoicing, (A/P and A/R), and all other documents/forms required for the daily operation of the department (as required) including Post Secondary and AVID.
• Contact vendors to expedite the delivery of purchased equipment and services.
• Perform record keeping activities including account maintenance and reconciliation for Post Secondary Success and AVID.
• Assist with office scheduling of calendars, meetings, and training as requested including department websites.
• Assist with Dual Credit textbook collection, distribution and inventory.
• Support the AVID, Dual Credit, Academy, and Gifted application and testing process as needed.
• Support Post Secondary programs by maintaining up to date websites, supporting professional development activities, generating reports, and assisting with contract renewals.
• Support Regional Pathways/Northern Kane County Regional Vocational System EFE110 initiatives including regional and internal pathway student and transportation for students at school districts U-46 and D301 as needed.
• Assist with various district events including Student Events, AVID, Early College and Career Pathway Community Events, Dual Credit Events, Post Secondary Community Events, CTE Events, Magnet Academy Events, and other events as applicable.
• Respond to specific and general requests within the realm of the Post Secondary Success department. Disseminate information to staff and business partners on behalf of Post Secondary Success.
• Collect data for the preparation and maintenance of auditable records and reports.
• Provide support for Post Secondary Success procedures and processes and other areas as needed.
• Prepare materials packets needed for all meetings and presentations including but not limited to Professional Development, Board of Education, Curriculum Sessions, Department Meetings, etc.
• Process and maintain mail and mailing lists, inventory of supplies, monitor email address, and files for the departments.
• Facilitate travel plans and reimbursement for supervisors.
• Support collaboration with community partners to develop and implement resume workshops, internships, career panels, job fairs, etc.
• Facilitate registration and travel plans for teacher professional development.
• Maintain designated spreadsheets and all department files, both electronically and in hard copy.
• Provide support to AVID teachers, counselors, enrollment sheets, curriculum guide, registration support procedures and processes and other areas as needed.
• Support Post Secondary Success with the writing, editing, and revising of curriculum materials and equipment to support the instructional programs and courses according to curriculum guidelines.
• Collaborate with the other Post Secondary Success and CTE Grant Secretaries as needed.
• Maintain up to date contact information.
• Other duties as assigned.

Education

• High School diploma or equivalent required.
• Associates degree preferred.

Experience / Knowledge

• Five years of secretarial duties preferred.
• Proficient in processing, spreadsheets reconciliation, graphs, charts, proposals, grant applications, agendas, minutes, letters, and all other correspondence.
• Basic knowledge of current procedures, rules, and regulations as identified by the ISBE and other governmental agencies.
• Bilingual - English/Spanish - (written/verbal) preferred.
• Knowledge of Infinite Campus preferred.

Physical Demands

• Ability to work on a computer/telephone over the major portion of the day.
• Ability to lift up to 25 pounds.
• Ability to move, aid in setup, and/or install equipment for district events.

SECRETARIAL CLASSIFICATION CRITERIA
(As defined in the 2022-2026 Agreement between District U-46 Secretarial Association and the Board of Education)

CLASSIFICATION A (Proficiently demonstrates all criteria listed)

• Ability to communicate and interact with staff and co-workers in a professional manner
• Demonstrates positive customer service skills
• Demonstrates confidentiality
• Ability to work independently
• Ability to prioritize tasks Demonstrates organizational skills
• Keeps accurate filing
• Maintain appropriate inventories and online file management
• Able to use office machines (ex. laminator, fax, intercom, phone, copier)
• Accurate typing/keyboarding
• Working knowledge of computer programs
• Willingness and ability to learn

CLASSIFICATION B (Proficiently demonstrates all criteria listed, including classification A)

• Perform reception duties
• Perform student attendance duties
• Utilize excellent written and verbal communication skills (parents, staff and students)
• Responsible for tracking and balancing building/department expenditures (if applicable)
• Working knowledge of computer programs Word and Excel
• Willingness to learn and become proficient in advanced applications and specialized computer programs (Mail Merge, Student Information Systems, Business Portal, etc.)

CLASSIFICATION C (Proficiently demonstrates all criteria listed, including classification A+B)

• Demonstrates appropriate decision making in support of or in absence of director or supervising administrator
• Knowledge and ability to perform necessary tasks to ensure the smooth operation of the district level department/building
• Proficient in specialized computer programs and applications
• Responsible for creating and initiating written and verbal communication (community and district officials/representatives)

• Responsible for maintaining director or supervising administrator calendar/schedule (if applicable)
• Responsible for office management, environment, staff, finances (banking and financial software)
• Ultimately responsible for coordination, organization, facilitation of district level department/building

Terms of Employment

• This is a 12-month position.
• Salary and benefits as established by the Board of Education.

Additional Information

• Hourly Starting Rate $18.12
• Benefits and Pension eligible
• 8 hours a day
• DUSA Classification C

Postings current as of 4/23/2025 9:03:59 PM CST.