Job Description & How to Apply Below
Position Type: Secretary / Clerical / Department Secretary
Date Posted: 6/5/2026
Location:
Human Resources
Date Available:
ASAP
Position / Title
Bilingual ESC Main Lobby Reception Secretary C
Bargaining Unit
DUSA
Department / Location
Human Resources
Work Days
261
Reports To
Director of Human Resources
JD Revision Date
02/23/2024
Supervises
N/A
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.
Verifies proper credentials, using the District Visitor Management System to create visitor 's, and maintains appropriate visitor records. Prepares Raptor stickers and sign‑in sheet for large groups.
Notifies all appropriate ESC departments of visitors requesting access/assistance of the department.
Completes information requests and collaborates with all ESC departments to efficiently and effectively meet the needs of visitors with exceptional customer service.
Creates announcements and utilizes the building intercom systems, two‑way radios for all ESC building programs, informational announcements and emergency announcements.
Processes reception voicemail messages, updates messages, provides access to display keys/lost and found items, receives and processes packages, as needed.
Monitors cameras around reception area for safety.
Backs up for fingerprint and background checks on a daily basis. Verifies background checks on websites (e.g., Illinois Sex Offender Website, etc. on volunteers) and records and maintains tracking system of clearance resolutions, ensuring confidentiality.
Processes required documents for employee name changes, verification of Form I‑9, and other HR related tasks.
Assists with documenting and scanning educational transcripts.
Assists with the inbox management of all HR department email accounts.
Assists with employment verification of employment requests.
Assists with scanning of employee files as needed.
Prints 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.
Coordinates and troubleshoots any online/software issues with reception area equipment or software.
Manages and reviews calendars (for HR and reception). Creates displays for various monitors.
Coordinates return of U‑46 district issued items for exiting employees.
Manages setups for reception area.
Assists with the planning and organization of district job fairs.
Maintains high level of discretion and confidentiality in handling sensitive HR information.
Backs up all HR secretarial positions as needed.
Assists with HR projects as needed.
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, Word, Excel, PowerPoint, and Intranet.
Attention to detail and accuracy.
Self‑starter able to work independently with limited direction or supervision.
Physical Demands
Ability to work on a computer/telephone over the major…
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