Secretary C Jobs (NOW HIRING)

Function / Position Summary

Provide exceptional direct customer service to every customer and provide general information about the District to the public. The secretary of Human Resources will perform administrative duties related to the operations of the human resource office and provide superior customer service. In addition, support various departments as needed and perform numerous duties, respond to visitor requests, resolve customer inquiries, receive customer information requests, deliver District Department materials to customers, route callers and provide support. Build rapport and provide excellent customer service to every customer by phone, electronically and face-to-face is crucial for success. Maintain confidentiality of student, staff and department information in the department and community. 

Job Duties / Responsibilities

• Greets clients, visitors, and guests; determines the purpose of each person's visit and directs them to the appropriate representative.
• Answers, screens, and directs phone calls to staff; takes messages and schedules appointments.
• Verify proper credentials, using the District Visitor Management System to create visitor ID's, and maintain appropriate visitor records. Prepare Raptor stickers and sign in sheet for large groups.
• Notify all appropriate ESC departments of visitors requesting access/assistance of the department.
• Complete information requests and collaborate with all ESC departments to efficiently and effectively meet the needs of visitors with exceptional customer service.
• Create announcements and utilize the building intercom systems, two-way radios for all ESC building programs, informational announcements and emergency announcements.
• Process reception voicemail message and update message, provide access to display keys/lost and found items, receive and process packages, as needed.
• Monitor cameras around reception area for safety.
• Backup for fingerprint and background checks on a daily basis.  Verify background checks on websites (i.e. Illinois Sex Offender Website, etc. on volunteers) Record and maintain tracking system of clearance resolutions, ensuring confidentiality.
• Process required documents for employee name changes, verification of Form I-9, and other HR related tasks.
• Assist with documenting and scanning educational transcripts.
• Assist with the inbox management of all HR department email accounts.
• Assist with employment verification of employment requests.
• Assist with scanning of employee files as needed.
• Print photo identification badges for all employees and contractors.
• Performs clerical and administrative tasks including filing, drafting letters, memos, invoices, forms, reports, personnel files, and other communications as assigned.
• Coordinate and trouble shoot any online/software issues with reception area equipment or software.
• Manage and review calendars (for HR and reception). Create displays for various monitors.
• Coordinate return of U-46 district issued items for exiting employees.
• Manage setups for reception area.
• Assist with the planning and organization of district job fairs.
• Maintain high level of discretion and confidentiality in handing sensitive HR information.
• Backup to all HR secretarial positions as needed.
• Assist with HR projects as needed.
• Translate for departments.
• Other duties as assigned.

Education

• High school diploma or equivalent required.

Experience / Knowledge

• Three (3) years of experience in secretarial duties preferred.
• Business level fluency in reading, writing, and speaking Spanish and English required.
• Proficiency in keyboarding, Work, Excel, PowerPoint, and Intranet.
• Attention to detail and accuracy.
• Self-starter able to work independently with limited direction or supervision.
• Excellent customer service skills.

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 program 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 classifications A and 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 District U-46 Secretarial Association (DUSA) and the Board of Education.