Bilingual ESC Main Lobby Reception Secretary C JobID: 45576

- 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 ID'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 portion of the day.
- Ability to lift up to 25 pounds.

Secretarial Classification Criteria

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.
- Maintains appropriate inventories and online file management.
- Able to use office machines (e.g., 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)

- 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, workplace, 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 perks as established by the District U‑46 Secretarial Association (DUSA) and the Board of Education.

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📌 Bilingual ESC Main Lobby Reception Secretary C (Vancouver)
🏢 Illinois School District U-46
📍 Vancouver