Job Description

Position / Title: Bilingual Registration Office Secretary CBargaining Unit: DUSADepartment/Location: Registration/District RecordsCalendar Days: 261Reports To: Supervisor of District Records and Student Registration CoordinatorJD Revision Date: 01/06/2026Supervises: N/A

Function / Position Summary

Assist Registration Coordinator with all aspects of student registration and support Early Learners as a preschool registrar. Provide customers with professional and courteous service and support the Welcome Center reception desk as primary back-up. Establish and maintain positive staff and public relations. Exercise strong time management, multitasking, and prioritizing skills and utilizing excellent verbal and written communication skills to ensure all timelines are met. Maintain confidentiality of student, staff, and department information within the department and the community.

Job Duties / Responsibilities

• Assist Registration Coordinator with student registration preparation and during open registration provide customer service to parents.
• Assist parents/students with all aspects of registration in person, via telephone, and email to include proof of residency, online registration, and payment processes.
• Processes registration applications in student system.
• Provide registration training to secretaries and liaisons.
• Act as preschool registrar September through December as time permits.
• Audit census, update demographic and enrollment information in student system.
• Prepare meeting agendas, attendance sheets and record meeting minutes per ISO format.
• Maintain daily operations of the office, including but not limited to opening mail, answering and transferring phone calls and dealing with incoming persons.
• Serve as primary back-up for Welcome Center receptionist
• Responsible for department budget and ordering office supplies.
• Other duties as assigned.

Education

• High School diploma or equivalent required.
• Associates degree preferred.

Experience / Knowledge

• Five years of secretarial duties preferred.
• Proficient in specialized computerized computer programs and applications ie. Infinite Campus.
• Business level fluency in reading, writing, and speaking Spanish and English required.
• Excellent written and verbal communication skills.

Physical Demands

• Ability to work on a computer/telephone over the major portion of the day.
• Ability to lift up to 30 pounds

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.
• Travel to schools within the district.
• Adjust work hours to assist with evening, Spring, and Summer registration events.