Human Resources Secretary

$39,645 - $39,645/Yr

Indian Prairie School District 204 - Aurora, IL

Full-time - Entry Level

Aurora, IL

About the position

The Human Resources Secretary at Indian Prairie School District 204 plays a vital role in supporting the Human Resource department by performing a variety of clerical and secretarial tasks. This position is essential for ensuring smooth operations within the department and involves a range of responsibilities that require strong organizational skills and attention to detail. The secretary will be the first point of contact for visitors and callers, providing them with necessary information or directing them to the appropriate staff members. This role requires the ability to manage multiple tasks efficiently while maintaining a professional demeanor at all times. In addition to greeting visitors and answering phone calls, the Human Resources Secretary will be responsible for planning, organizing, and maintaining various files, communications, records, and databases. This includes preparing correspondence, reports, documents, and memos based on notes and directions provided by HR staff. The secretary will also be tasked with composing routine correspondence independently, ensuring that all communications are clear and professional. Another key responsibility of this position is to review, complete, and process verification of employment and subpoena requests. The secretary will monitor the departmental budget, verify account activity, and assist with the preparation of the annual budget, which may involve reconciling p-cards and ordering supplies for department staff. Additionally, the secretary will prepare documents and reports for Board of Education meetings, maintain job postings, and serve as the primary contact for substitute questions and paperwork processing. The Human Resources Secretary will coordinate tasks related to Service Awards and Retirement celebrations, review and process absence exceptions requiring HR administration approval, and provide general secretarial assistance to departmental staff, including copying, filing, distributing mail, faxing, data entry, and labeling. The role also includes serving as a back-up to the receptionist as needed. Proficiency in using technology and computer-based programs provided by the District is essential for effectively managing and organizing files, communications, records, and databases. Other duties may be assigned as necessary to support the department's functions.

Responsibilities

• Greet visitors and answer incoming telephone calls, providing appropriate information or taking messages and referring to appropriate staff.
• Plan, organize, maintain, and update a variety of files, communications, records, and databases.
• Prepare correspondence, reports, documents, and memos working from notes and direction.
• Compose routine correspondence independently.
• Review, complete, and process verification of employment and subpoena requests.
• Monitor departmental budget, verify account activity, and assist with annual budget preparation.
• Reconcile p-cards and order supplies for department staff.
• Prepare Board of Education meeting documents and reports.
• Prepare, maintain, and communicate job postings.
• Serve as the primary point of contact for substitute questions and paperwork processing.
• Coordinate all tasks related to Service Awards and Retirement celebrations.
• Review and process absence exceptions that require HR administration approval.
• Provide general secretarial assistance to departmental staff, including copying, filing, distributing mail, faxing, data entry, and labeling.
• Serve as back-up to the receptionist as needed.
• Demonstrate proficiency using technology and computer-based programs provided by the District.

Requirements

• Strong computer skills and proficiency in using technology and computer-based programs.
• Ability to manage multiple tasks efficiently and maintain a professional demeanor.
• Excellent organizational skills and attention to detail.
• Effective communication skills, both written and verbal.