Job Description

Academy District 20 Mission Statement

The mission of Academy District 20 is to educate every student in a safe and nurturing environment and to provide comprehensive, challenging curricular and extracurricular opportunities that meet the unique needs of every individual by expanding interests, enhancing abilities, and equipping every student with the knowledge, skills, and character essential to being a responsible citizen of our community, our nation, and the world.

Job Goal

Provides full administrative assistance and secretarial service to the principal and/or assistant principal of an elementary or middle school.

Job Description: Essential Position Functions

The job description information below is under review by the Human Resources Department and may not necessarily contain all elements of the position. The district reserves the right to modify or change the duties or the essential functions of this job at any time. This information does not create a contractual relationship with the staff member and includes such duties, services, activities, tasks, and related assignments that shall generally be assigned by an administrator as part of the functions of this position.

The following statements are illustrative of the essential functions of the job and other key duties that may be required. The description may not include all functions performed by the incumbents in various locations. The district reserves the right to modify or change the duties or the essential functions of this job at any time.

  • Reports consistently for work as scheduled
  • Performs other duties as assigned
  • Attains proficient or higher evaluations on established Performance Standards
  • Answers telephone, provides information to callers, takes messages, forwards phone calls as appropriate; greets visitors to building courteously, determines their needs, and provides information or directions
  • Arranges all announcements and paging on the intercom system
  • Assists in the daily activities of the general ledger accounting, including but not limited to, preparing and inputting journal entries, budget transfers, and bank reconciliations
  • Assists students as needed
  • Calls for guest staff teachers or classified staff as necessary
  • Composes, performs, and types routine correspondence and reports and updates lists
  • Confirms appointments and meetings
  • Develops and maintains required reports
  • Interprets and explains district rules, regulations, and procedures to the public
  • Keeps lost and found items and arranges for disbursement
  • Maintains a complete set of accurate and timely student records containing data such as grades, credits, GPA, names, addresses, telephone numbers, immunization history, correspondence, etc.
  • Maintains an attractive and comfortable reception area
  • Maintains and/or prepares payroll records for guest and regular staff, including completing guest staff pay receipts, accounting for staff absences, and providing payroll records to Business Services
  • Maintains calendars for school use, may include master calendar, schedule of building use, and administrator’s calendar
  • Maintains current information on staff, including employment data, FTE, salary/benefits, and/or source of funding
  • Maintains inventory of office supplies; orders and stocks materials and supplies as necessary
  • Maintains responsibility for the clerical operations of a departmental office
  • Maintains various databases, reports, and office filing systems
  • Makes deposits in school checking account
  • Manages school petty cash fund
  • Opens, sorts, and distributes incoming mail, and/or prepares outgoing mail as required
  • Performs a variety of bookkeeping procedures within the department and tracks various district accounts and contracts; reconciles accounts and records; maintains/prepares budget records and summaries
  • Performs a variety of duties using various types of office equipment
  • Performs duties assigned with departmental budget
  • Prepares and processes reports which require research, computation, and compilation
  • Prepares reports as required, including payroll reports, state and federal reports, and staff absence reports, etc.
  • Processes and inputs data for student registration
  • Processes purchase orders and requisitions as required, tracks orders as received, and maintains records of purchases
  • Processes purchase requisitions for office equipment, maintenance needs, staff expenses, and office supplies
  • Provides back up assistance to other office staff
  • Records information of all school accidents and files or forwards accordingly
  • Researches, compiles, and dispenses information to citizens, businesses, and other district agencies regarding district transactions
  • Responsible for accounts receivable and bank statement reconciliation
  • Responsible for generating budget reports at the end of each month
  • Reviews time sheets on periodic basis, and maintains staff leave, vacation, and flex time for each staff member
  • Schedules/coordinates travel arrangements/field trips
  • Sets up, files, and sorts a variety of documents, to include sensitive and confidential information
  • Takes dictation for official meetings, prepares minutes, and handles confidential or sensitive documents and correspondence
  • Tracks general fund budget for the principal
  • Verifies calculations on licensed guest staff pay receipts and delivers monthly payroll by payroll cutoff date
Knowledge, Skills and Abilities

Knowledge, Skills, and Abilities:

  • Ability to be flexible
  • Ability to establish and maintain effective working relationships with supervisors, coworkers, administrators, departments, students, parents, and the general public
  • Ability to establish and maintain record systems
  • Ability to follow oral and written instructions
  • Ability to maintain accurate filing system and related files
  • Ability to perform routine bookkeeping and clerical accounting
  • Ability to prepare correspondence on routine matters
  • Ability to provide a warm and caring attitude toward students
  • Ability to type a minimum of 50 words per minute
  • Considerable knowledge of computer equipment and related software utilized within the office
  • Knowledge of record keeping and filing techniques
  • Knowledge of, and demonstrated successful experience in, human relations and communications
  • Strong communication skills
  • Strong organizational and interpersonal skills
  • Thorough knowledge of basic office methods and procedures, to include appropriate telephone etiquette, spelling, punctuation, and grammar
  • Thorough knowledge of laws, rules, regulations, and procedures related to district operations and departmental functions

Work Environment: The work environment characteristics described here are representative of those a staff member typically encounters while performing the essential functions of this job. They are included for informational purposes and are not all-inclusive.

  • The noise level in the work environment may alternate among quiet, moderate, and loud.
  • The incumbent is frequently required to interact in person and through communication methods with the students, public, and/or other staff.
  • The incumbent is required to work scheduled school/work hours and/or days.
  • The incumbent may be required to work extended school/work hours and/or days as directed.
  • Work is generally performed within a standard office environment.
  • The incumbent may experience exposure to high noise levels associated with standard office equipment.

Physical Demands: The following are some of the physical demands commonly associated with this position. They are included for informational purposes and are not all-inclusive. All physical demands, if listed, are considered essential functions

  • Sits, stands, walks, stoops, kneels, and crouches/squats while performing duties
  • Has oral and auditory capacity enabling interaction interpersonally and/or through communication devices
  • Uses eyes, hands, and finger coordination enabling the use of equipment and writing utensils

Cognitive Functions: The following are some of the cognitive functions commonly associated with this position. They are included for informational purposes and are not all-inclusive. The staff member may be required to analyze, communicate, compare, compile, compute, coordinate, copy, evaluate, instruct, negotiate, synthesize, reason, and use interpersonal skills.

Salary/Pay: Refer to D20 salary schedules at About Us > Financial Transparency > Salary Schedules or Policies Hours per Week: 40 Additional Information:

New Applicants: Please note that if you are hired by District 20, fingerprinting is required. You will be responsible for the cost of fingerprinting.

All custodial positions require the ability to lift 50 pounds and to push/pull burdens up to 100 pounds.

All special education positions require the ability to safely lift 50 pounds each in a two person lift.

How to Apply:
Current District 20 Staff:
Current District 20 staff members should complete a transfer request form and return it to the Human Resources Office. The transfer request form and important transfer information can be found on the District 20 Intranet site: Click on Resources and Forms, click on Forms and Documents, click on 20Net Human Resources Documents, click on HR_Other_Forms_Miscellaneous, and click on the document name HIRING - Transfer Request Form.
New Applicants:
New applicants must register with the Academy District 20 Employment Opportunities site and complete the online application.
Please identify your interest in specific positions on the Preferences page of the online application.
Since school administrators will be able to access your completed online application, please do not call to request site visits or interviews at the school. Please direct all inquiries via the email address indicated on the posting.
Email Contact:

Application Instructions

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