Position Type:
Secretary / Clerical/Department Secretary
Date Posted:
6/9/2025
Location:
Post Secondary Success
Date Available:
ASAP
Closing Date:
Until Filled
Position / Title: District Registrar Secretary C
Bargaining Unit: DUSA
Department/Location: Post Secondary Success/Welcome Center
Calendar Days: 260
Reports To: Director of Post Secondary Success
JD Revision Date: 06/21/2024
Supervises: N/A
Function / Position Summary
The secretary is a critical role and is expected to organize, establish and maintain an environment that is
responsive and respectful to students, staff, parents, and community partners. The secretary ensures safe and
effective school operations through office management, communications, collaboration with other staff, and
directed procedures. The person in this position must exercise strong time management, multitasking, and
prioritizing skills while upholding School District U-46 ICARE Standards and utilizing excellent verbal and
written communication skills to ensure all timelines are met. Maintain confidentiality of student/staff information
in the school and community.
Job Duties / Responsibilities
- Work with the Welcome Center staff receive names of all students and families new-to-the-United States.
- Work with the U-46 Lead Counselor and Post Secondary Administrators to review all students’ transcripts and records from other countries.
- Coordinate with high school registrars and/or district secretaries for new student enrollment at district schools.
- Work with new-to-the-United States families and students to obtain transcripts.
- Obtain transcript translation services as needed.
- Supply records, enrollment numbers, reports, student lists and labels as appropriate to current and former students, parents, building teachers and staff, schools and others as requested (i.e. Kane County, Social Security Office, U-46 District Records Office, ECC Upward Bound, Rotary).
- Assist with parent/guardian access to the district student system to include password resets. Update student addresses, student and parent/guardian telephone numbers in district student system.
- Assist Private Placement department with obtaining transcripts from private placement facilities.
- Input Private Placement and new-to-the-United States student transcript information into the district student information system.
- Coordinate with high school registrars, all administrators, and/or school secretaries regarding new-to-the-United States and Private Placement students.
- In collaboration with the high school registrars, compile graduation lists of private placement students.
- In collaboration with the Post Secondary team, input full time dual credit student grades into student transcripts.
- Participate in all district registrar and data team meetings.
- Collect data for the preparation and maintenance of records and reports.
- Assist all school secretaries in the proper procedures to follow setting up student records according to state and federal guidelines.
- Support the Post Secondary Success Department as needed.
- Other duties as assigned.Education
- High School diploma or equivalent required.
- Associates degree preferred.
Experience / Knowledge
- Ability to work well in fast-paced professional environment and operate with a sense of urgency in accomplishing goals and objectives while maintaining a customer focus.
- Working knowledge of Microsoft Office suite and Google applications.
- Ability to manage multiple concurrent projects, setting priorities to meet assigned timelines.
- Familiar with online student information systems (i.e. Infinite Campus) preferred.
- Bilingual English/Spanish written/verbal (preferred).
- Three years of secretarial experience preferred.
- Ability to work accurately with all types of data.
- Physical DemandsAbility to work on a computer/telephone over the major portion of the day.
- Ability to lift up to 25 pounds.
- Ability to move, aid in setup, and/or install equipment for district events.
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 reception duties
- 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 programs 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 classification 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
Terms of Employment
- This is a 12-month position.
- Salary and benefits as established by the Board of Education.
Additional Information:
- Houlry rate is established by the DUSA Agreement.
- $18.12 per hour
- Pension and Benefit Eligible.
Attachment(s):
- 2025-2026--261 Year Round DUSA_LEVEL 2 TECHS -TM2.pdf
- DUSA Salary Table FY25 ~ 01.01.25.pdf
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