Health Services Department Secretary C

Position /

Title:

Health Services Department Secretary C
Bargaining Unit: DUSA
Department/

Location:

Health Services
Calendar Days: 261
Reports To: Health Services Supervisor
JD Revision Date: 1/26/2026
Supervises: N/A

Provide secretarial support to the Health Services Supervisor and Department including Registered Nurses, Certified School Nurses, Health Secretaries, and Home/Hospital Tutoring as well as Occupational and Physical Therapists, Vision and Hearing Technicians, and a Special Education Administrator.

• Process and manage time keeping for sub assignments, Health Services Staff, Home/Hospital
  -Tutors.
• Assist with daily department operations to include managing calls, and assisting visitors.
• Assist Health Services Supervisor(s) with Health Services communication.
• Process Health Services mail.
• Schedule and coordinate appointments and update the calendar for Health Services Administrators.
• Compile and maintain department calendars, assignments, and timelines.
• Prepare, receive, and sort correspondence for, and on behalf of, the Health Services Administrators.
• Responsible for creating/initiating written and verbal communication.
• Maintain Health Services roster.
• Schedule and Monitor Professional Development activities and special projects within the Health
• Services Department.
• Monitor budget accounts that fall under Health Services
• Reconcile appropriate IDEA Grant lines and maintain supporting documents
• Process all equipment and supply requests for Health Services
• Complete requests for special transportation for students with medical issues
• Provide secretarial support to Occupational Therapist Lead and Physical Therapist Lead
• Maintain inventory for all Health Services supplies and equipment.
• Create various forms, databases, and procedures for the Health Services department.
• Coordinate and process paperwork for new employees in Health Services.
• Prepare and submit for payment all Hospital Tutoring bills, as well as other invoices as appropriate.
• Process and manage contract invoices for nursing staff.
• Prepare year end reports for Nursing Staff reimbursement
• Maintain Health Services personnel files.
  
  Maintain department directory for Health Services staff.
• Perform other duties as assigned

• High School Diploma

• Familiar with Infinite Campus, Embrace (504, IEP, DS, Administrative), Work Force, Munis, Skyward, School Dude, Google, TIP Web, and Red Rover.
• Confidentiality and strong problem-solving skills.
• Excellent interpersonal skills and the ability to work independently in a collaborative manner.
• Excellent telephone communication skills.
• Strong computer skills (i.e. Word, Excel, Google).
• Able to use office machines, copier, fax, and phone.
• Excellent written and verbal communication skills.
• Accomplish accurate filing.
• Good organizational skills, able to multi-task.
• Ability to deal effectively with schools, staff and public

• Ability to work in a very fast paced and stressful environment.
• Ability to work on a computer over a major portion of the work day.
• Able to multi-task.

(As defined in the  Agreement between District U-46 Secretarial Association and the Board of Education)

• 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

• 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)
• Proficient in Microsoft Word, Microsoft Excel, and Google Workspace (Docs, Sheets, Slides, and Drive).
• Willingness to learn and become proficient in advanced applications and specialized…