Bilingual HR Front Desk Secretary C

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Position /

Title:

Bilingual HR Front Desk Secretary C Bargaining Unit: DUSA Department/

Location:

Human Resources Work Days: 260 Reports To: Director of Human Resources JD Revision Date: 05/02/2023 Supervises: N/A

Provides high-level administrative support and assistance to the Human Resource Director and/or other assigned leadership staff. The secretary of Human Resources will perform administrative duties related to the operations of the human resource office and provide superior customer service. Monitor the daily operations of the Human Resources front desk and assist the department with on‑going projects as directed. Provide timely communications and meet departmental deadlines and organizational goals.

Maintain confidentiality of student, staff, and internal information.

• 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.
• Researches, resolves, and responds to HR administrative questions.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, forms, reports, personnel files, and other communications as assigned.
• Performs other general clerical and secretarial duties as requested, which may include recordkeeping, managing petty cash, maintaining front desk office supplies, printing employee s and handling packages and correspondence.
• Assists with processing verification of employment requests.
• Prepares, receives and sorts correspondence including the dissemination of mail, memos, forms, newsletters, reports, and other communications as assigned.
• Processes background check requests on a daily basis.
• Assists with preparing, creating, and reviewing HR forms for ISO compliance.
• Assists with facilitating Years of Service and Retirement events.
• Processes required documents for employee name changes, verification of Form I‑9, ESSO testing, and other HR related tasks.
• Coordinates and monitors various department calendars, including the Fingerprint and Human Resources calendars.
• Back‑ups to HR Allotment Secretary and HR Secretarial team.
• Coordinates return of U‑46 district issued items for exiting employees.
• May conduct research (within skills and expertise) to assist with projects or inquiries.
• Performs other related duties as assigned.

• High School diploma or equivalent required.
• Associates degree in related field preferred.

• Three years of secretarial duties preferred.
• Previous Human Resources experience preferred.
• Proficient in Microsoft/Google Office Suite.
• Bilingual – English/Spanish – (written/verbal) required.

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

As defined in the 2022‑2026 Agreement between District U‑46 Secretarial Association and the Board of Education.

• 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
• Maintains 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

• Performs reception duties
• Performs student attendance duties
• Utilizes 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.)

• 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

• This is a 12‑month position.
• Salary and benefits as established by the Board of Education.

• Hourly rate is established by the DUSA Agreement.
• Pension and Benefit Eligible.