Executive Secretary, Student Activities (Anticipated)

JOB DESCRIPTION

Niles Township High School District 219

Executive Secretary-205, Student Activities

Purpose Statement

The job of Executive Secretary-205 is done for the purpose/s of providing support to department activities for students; conveying and updating student information; and ensuring that student practices are followed.

This job reports to the Director of Student Activities.

Essential Functions

• Communicates student activity information via various platforms such as social media outlets, newsletters, websites and email for the purpose of ensuring teachers, staff and administration are up-to-date with details.

• Compiles new data from a variety of sources for the purpose of preparing reports, making recommendations and/or preparing information for assigned administration.

• Compiles financial information related to work assignments for the purpose of providing required documentation and/or processing information.

• Coordinates communication between sponsors and maintenance for event work orders for the purpose of ensuring the work orders are completed efficiently.

• Maintains financial records for the purpose of ensuring completeness and availability of records and compliance with district policy and established regulatory guidelines.

• Monitors financial procedures for the purpose of providing services within established guidelines.

• Monitors a wide variety of activities on behalf of assigned administrator for the purpose of achieving department goals.

• Orders supplies for student activities and club sponsors for the purpose of ensuring the availability of materials.

• Participates in meetings for the purpose of conveying and/or gathering information required to perform job functions.

• Performs general and program specific clerical functions for the purpose of supporting departmental activities.

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit pertaining to District 219.

• Prepares written materials and electronic information for the purpose of documenting activities, providing reference, conveying information, and complying with established financial, legal and/or administrative requirements.

• Responds to inquiries of staff and administration for the purpose of providing information, direction and/or referral for addressing inquiry.

• Responds to a wide variety of inquiries from external parties for the purpose of providing information.

• Schedules a wide variety of activities (e.g. appointments, meetings, etc.) for the purpose of making necessary arrangements for assigned administrator.

• Supervises students in the activity office for the purpose of maintaining a safe learning environment.

• Supports assigned administration personnel for the purpose of providing assistance with their functions and responsibilities.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment; preparing and maintaining accurate records; using pertinent software applications.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; understand written procedures, write routine documents, and speak clearly; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: standard office machines, methods and practices of office operations; and basic computer applications; knowledge of board policy, district, state and federal regulations/laws.

ABILITY is required to schedule activities and/or meetings; often gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize specific, job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: being attentive to detail; communicating with diverse groups; meeting deadlines and schedules; working with frequent interruptions; maintaining confidentiality; working with detailed information/data; interacting with students.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity. Generally the job requires 90% sitting, 5% walking, and 5% standing. This job is performed in a generally clean and healthy environment.

Experience

Job related experience is required.

Education

Community college and/or vocational school degree with study in job-related area.

Equivalency

Equivalent experience in job related field.

FLSA Status Approval Date Salary Range

Non Exempt 7/1/2013 S4 ($30/hour)