Elementary School Office Secretary- Pre-School/Early Childhood- Mark DeLay School

TITLE: Elementary School Office Secretary- Pre-School/Early Childhood

REPORTS TO: Principal

LOCATION: Mark DeLay Elementary School

JOB GOAL: To provide a welcoming and organized environment for the students, staff , and families of Mark DeLay School; mange the complexities of preschool registration with precision and ensuring that consistent, accessible communication fosters a strong partnership between families and our Early Childhood programs.

QUALIFICATIONS

• Interpersonal Excellence: A "people-oriented" collaborative professional capable of maintaining a calm, welcoming demeanor in a fast-paced environment.
• Technology Proficiency: Demonstrated skill in Google Workspace (Docs, Sheets, Drive), and/or Microsoft Office products. Ability to master Student Information Systems, and other applications (Skyward experience preferred).
• Administrative Expertise: Working knowledge of modern office procedures and the operation of digital office equipment (multi-line phones, scanners, cloud-based filing).
• Discretion: Proven ability to handle highly confidential student and personnel information with integrity.
• Experience: Previous secretarial or administrative experience, preferably in an educational or high-traffic public setting.

PERFORMANCE RESPONSIBILITIES

1. Early Childhood Registration & Enrollment

• Intake Coordination: Facilitates the specialized enrollment process for all programs including Preschool for All (PFA), and Early Childhood Special Education.
• Document Verification: Collects and verifies Illinois-mandated requirements, including certified birth certificates, residency proof, and income verification for grant-funded slots.
• Health Compliance: Works with the district nurse to ensure all incoming preschoolers meet Illinois physical and immunization requirements prior to their first day.
• Screening Support: Coordinates schedules for developmental screenings and evaluations, serving as the main point of contact for families during the intake phase.

2. Program Coordination

• Family Liaison: Acts as the "voice of the program," answering parent questions regarding school readiness, and programs.
• Forms Management: Disseminates, compiles, and transmits school district and state-mandated forms (e.g., ISBE Home Language Surveys).
• Filing & Data: Maintains digital and physical filing systems, ensuring "Cumulative Folders" are updated and transferred securely according to state law.

3. Office Operations & Records

• Office Routine: Performs the usual office routines and practices associated with a busy, productive, and smoothly run office.
• Confidential Filing: Maintains a regular filing system and a set of locked, confidential files for student records and personnel information.
• Supply Management: Orders and maintains office and instructional supplies as needed for the EC classrooms and school.

4. Professionalism & Support

• Collaboration: Works closely with the Principal, Assistant Principal, Office Secretary, and EC staff to carry out day-to-day operations necessary for the smooth functioning of the schooland programs.
• Call Management: Places and receives telephone calls, records accurate messages, and directs inquiries to the appropriate departments.
• Accepts such other tasks and assumes such other responsibilities as assigned.

TERMS OF EMPLOYMENT: 

Starting Rate- $17.22/hour

10.5 Months (August 1 - June 30)

Participation in the Illinois Municipal Retirement Fund (IMRF)

Health, Dental, and Vision insurance available

Paid sick leave and personal days