Department Secretary - Student Services

DuPage High School District 88 WILLOWBROOK HIGH SCHOOL
- Villa Park, Illinois Open in Google Maps

Job : 5850565

Final date to receive applications: Posted until filled

Re-Posted: Jul 27, 2026 5:00 AM (UTC)

Starting Date: Aug 3, 2026

Willowbrook High School

Building Assistant-Student Services Secretary

Available:
August 3, 2026

Title:

DEPARTMENT SECRETARY

Reports To:

Department Chair

Duration: 10 Months

Salary:
Level II, Step 1

Purpose Statement

The job of Department Secretary is done for the purpose/s of providing secretarial support to one or more Department Chair/s at a school site; establishing and maintaining records; compiling and distributing materials and reports; and responding to inquiries from a variety of internal and external sources.

• Answers telephone calls and performs receptionist duties for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages.
• Collects funds from students (e.g. safety equipment, class supplies, screen printing, catering, etc.) for the purpose of ensuring the accuracy and timely completion of transactions and/or securing funds.
• Compiles data from a variety of sources (e.g. budget reports, specialized reports, state reports, payroll, expenses, etc.) for the purpose of processing requests for financial, legal and/or administrative requirements.
• Coordinates assigned Department related projects and/or activities (e.g. proper distribution of materials to a variety of departments, arrangements for conferences, meetings, concerts, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Maintains inventory of supplies and materials (e.g. books, forms, office supplies, etc.) for the purpose of ensuring items' availability.
• Maintains a variety of manual and electronic (Power School/Mastery Manager) documents files and records (e.g. files/spreadsheet for special education students, exams, financial records, student records for department requirements, test files, time sheets, expense reimbursement requests, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Prepares a variety of correspondence, reports and other materials (e.g. letters, memorandums, agendas and minutes, charts, semester schedules for department, all requisitions, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.
• Processes a variety of documents and materials (e.g. ESL student records, surveys, reimbursements, payroll, transfer forms, calculator distribution, etc.) for the purpose of disseminating information in compliance with established administrative guidelines.
• Researches assigned topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information for addressing department operations.
• Responds to inquiries from a variety of internal and external parties (e.g. district staff, other schools, government agencies, general public, students, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Schedules activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, etc.) for the purpose of making necessary arrangements for assigned Department Head.

• Attends department and/or in-service meetings for the purpose of conveying and/or gathering information required to perform functions.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office; utilizing pertinent software applications including word processing, spreadsheets and databases; and preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific Knowledge based competencies required to satisfactorily perform the functions of the job include: office practices and procedures; business telephone etiquette; concepts of grammar and punctuation; and Microsoft Office software applications including:
Word, Excel, PowerPoint and Access.

ABILITY is required to schedule activities, meetings, and/or events;…