Job Description

Position / Title: Private Placement Secretary CBargaining Unit: DUSADepartment/Location: Calendar Days: 261Reports To: Director of Specialized Student Services & Private Placement Special Education AdministratorJD Revision Date: 09/02/2026Supervises: N/A

Function / Position Summary

Support all functions of Specialized Student Services. Provide secretarial support for the Private Placement Special Education Administrator. Exercise strong time management, multitasking, and prioritizing skills while utilizing excellent verbal and written communication skills to ensure all timelines are met. Maintain confidentiality of student, staff, and department information within the department and community.

Job Duties / Responsibilities

• Schedule and coordinate calendars, meetings, and appointments for Private Placement Special Educator Administrator on a daily basis to include staffing meetings and Private Therapeutic Day School calendars.
• Compile, record, and reconcile data (i.e. private placement facilities, student records lists, contracts, tuition costs, and enrollment data ((regular and summer school)) etc.), and all other documents/forms/reports required for the daily operation of the department as assigned.
• Prioritize tasks to maintain timelines on a variety of projects as assigned (i.e. annual and triennial reevaluations timelines for private placement students, student meeting paperwork, student registration, and new referral processing and transportation arrangements).
• Receive, sort, and disseminate correspondence for and/on behalf of the supervising administrator(s) including the original "draft" of memos, forms, newsletters, reports, and other correspondence (as assigned).
• Assist to establish and maintain private placement student and department records; compile, record, and update routine reports as necessary (i.e. attendance and restraint and seclusion reports, etc.).
• Coordinate testing, mainstreaming, graduation, ESY for students attending private placement facilities.
• Assist with coordinating support between private placement facility, parent, and district. Answer questions, set meetings, obtain information relating to students' educational placement and problem solve (i.e. contact point for initial placements, take calls regarding parent concerns).
• Assist with collaboration efforts between private placement facility and district school services teams (i.e. re-evaluation scheduling, residency, attendance, discipline issues, mainstreaming, transcript/credit review, graduation, etc.).
• Assist with transportation (i.e. coordinate bussing for new students, change of address, change of placement, student behaviors and student exits) for students assigned to a private placement.
• Manage special education and private placement restraints/seclusion submissions to ISBE.
• Provide additional Specialized Student Services secretarial support as needed.
• Participate in related training when offered by the district.
• Other duties as assigned.

Education

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

Experience / Knowledge

• Five years of secretarial experience in a school setting preferred.
• Bilingual - Spanish/English (written/verbal) preferred.
• Working knowledge of Microsoft Office suite and Google applications.
• Ability to handle multiple concurrent projects, setting priorities to meet assigned timelines.
• Familiar with district and computer programs associated with the department preferred.
• Ability to work on a computer/telephone over the major portion of the day.
• Ability to lift up to 25 pounds.

Physical Demands

• Ability to work on a computer/telephone over the major portion of the day
• Ability to lift up to 25 pounds.

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.
• The starting salary for this role is $18.65/hr.