Job Description

Position / Title: Welcome Center Main Lobby Reception (Bilingual) Secretary BBargaining Unit: DUSADepartment/Location: Plant OperationsCalendar Days: 261Reports To: Office ManagerJD Revision Date: 03/30/2023Supervises: N/A

Function / Position Summary

Greet employees, students, family members and community members at the U-46 Welcome Center. Manage visitor credentialing, communicate with building departments when visitors arrive at the Welcome Center, and maintain a professional environment within the Welcome Center lobby. Work with the building custodian to ensure building cleanliness and be the primary contact for Plant Operations concerns. Provide clerical support to Plant Operations coordinators. Maintain confidentiality of student, staff and department information in the department and community.

Job Duties / Responsibilities

• Create a welcoming and inviting environment as the first point of contact for district employees, students, families and community members.
• Verify visitor identification, maintain appropriate visitor logs, complete security checks using the district visitor management system and issue visitor badges to be displayed while in the building.
• Maintain an accurate list of building personnel by department, including extension numbers, email addresses and radio channels.
• Notify the appropriate department of visitors requesting access or assistance and ensure all non-employee visitors are escorted throughout the building.
• Manage and review calendars for building departments and district events held at the Welcome Center.
• Complete information requests and collaborate with all departments to efficiently and effectively meet the needs of visitors by providing exceptional customer service.
• Coordinate and troubleshoot any hardware or software issues with reception area equipment.
• Act as the building liaison with Plant Operations.
• Act as the building liaison for MasterLibrary.
• Provide general clerical support to Plant Operation Coordinators.
• Provide backup on the 5060 emergency phone line.
• Participate in related training when offered by the district.
• Create displays for various monitors, including information on room reservations.
• 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, Work, Excel, PowerPoint, and Intranet.
• Experience working in Google Drive and with Google Suite.
• Attention to detail and accuracy.
• Self-starter able to work independently with limited direction or supervision.
• Excellent customer service skills.

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

(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.)

Terms of Employment

• This is a 12-month position.
• Salary and benefits as established by the Board of Education and set forth in the collective bargaining agreement as applicable.
• The starting rate for this role is $16.31/hr.