Position / Title: Secretary to the Director of Human Resources (Group C) |
Bargaining Unit: DUSA | Department/Location: Human Resources |
Calendar Days: 261 | Reports To: Director of HR |
JD Revision Date: 3/15/2025 | Supervises: NA |
Function / Position Summary
The Secretary to the Director of Human Resources plays a critical role in supporting the Director of HR and ensuring the efficient operation of the HR department within School District U46. Provide a high level of administrative support, including managing calendars, coordinating meetings, preparing reports, handling confidential information, and assisting with various HR functions. This role requires attention to detail, a proactive approach, and strong organizational, time management, and multitasking skills to ensure all timelines are met. Maintain confidentiality of student, staff, and department information within the department and the community.
Job Duties / Responsibilities
Provide administrative support to the Director of Human Resources, including managing schedules, coordinating meetings, and preparing materials.
Serve as the primary point of contact for the HR Director’s office, responding to inquiries and handling requests from staff, administrators, and external stakeholders.
Maintain and update HR records and files, ensuring confidentiality and compliance with district and legal requirements.
Assist in the preparation and organization of HR reports, documents, and presentations for meetings, conferences, and board sessions.
Coordinate and schedule interviews, recruitment events, and new hire orientations.
Prepare and process correspondence related to HR functions, including employment verifications, employee inquiries, and other routine communications.
Assist with maintaining HR databases and systems, ensuring data accuracy and integrity.
Manage employee years of service records, ensuring accurate tracking and updating of service milestones, anniversaries, and eligibility for benefits.
File/scan data into the payroll systems as required.
Help coordinate professional development activities, trainings, and workshops for district staff.
Assist with various HR projects and initiatives as directed by the HR Director.
Provide backup and support to other HR team members as needed.
Perform other administrative duties as assigned by the Director of HR.
Education
Associate’s degree or higher, preferably in Human Resources, Business Administration, or a related field.
Experience / Knowledge
Two years of administrative experience, preferably in an educational or HR environment.
Strong organizational skills with the ability to manage multiple tasks and meet deadlines.
Excellent communication skills, both written and verbal, with the ability to interact effectively with employees, administrators, and external partners.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with HRIS or other HR software.
Strong attention to detail and ability to maintain confidentiality with sensitive information.
Ability to work independently, prioritize tasks, and solve problems proactively.
Experience working in a school district or public sector setting is a plus.
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 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 specialize computer programs (Mail Merge, Student Information Systems, Business Portal, etc.)
Classification C (Proficiently demonstrates all criteria listed, including classifications A+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
Physical Demands
Prolonged periods of sitting and working on a computer.
Occasional standing, walking, and lifting of materials (up to 20 pounds).
Ability to communicate effectively with staff and external parties, both in person and by phone or email.
Terms of Employment
Full-time, year-round position with regular office hours.
Occasional evening or weekend hours may be required for special projects or events.
Travel to schools within the district.
- Salary and benefits as established by District U-46 Secretarial Association (DUSA) and the Board of Education
Additional Information
- Starting Hourly Rate $18.12
