Receptionist/Secretary

Site:Central Office
Position Title:Secretary/Receptionist – Central Office
Reports To:Superintendent
Primary Function:
Assures the smooth and efficient operation of the assigned office in a friendly and professional manner. Receives the public, operates the telephone system, serves as a key communicator and coordinator relating to the essential operation of the office. Performs other clerical duties as needed.
Requirements:
Educational Level: High School Diploma or equivalent. Formal training in office practices and experience preferred.
Proficiency Skills: Written and oral communication skills, ability to operate office machinery and deal with multiple tasks, computer competence, typing and proof reading skills.
Personal Skills: Pleasant personality, cooperative attitude, physical skills and stamina to perform essential duties.
Salary: CCSS Classified Salary Schedule for FY23 – A11 (Start pay $12.83- max pay $22.04) steps are awarded with verifiable experience in the job, 240 schedule work days. FY 24 salary schedule has not been approvd yet.
GENERAL
1.Maintains a pattern of prompt and regular attendance. Number of annual absences to date:
2.Ensures primary workstation and responsibilities are covered at all times during the working day.
3.Demonstrates knowledge and proficiency in typing and word processing skills as applicable to job responsibilities.
4.Demonstrates knowledge and proficiency in spreadsheet applications as applicable to job responsibilities.
5.Demonstrates knowledge and proficiency in database applications as applicable to job responsibilities.
6.Demonstrates knowledge and proficiency in the use of internet and email as applicable to jobresponsibilities.
7.Demonstrates knowledge and proficiency in the use of other computer applications as applicable to job responsibilities.
8.Demonstrates knowledge and proficiency in the use of office machinery as applicable to job responsibilities.
9.Demonstrates knowledge and proficiency in the development, revision and production of documents, reports, forms, and materials.
10.Maintains and manages files, records, office supplies, materials and equipment in an appropriate, accessible and current manner, including records necessary for reporting and accountability.
11.Demonstrates appropriate verbal, written and telephone communication skills.
12.Demonstrates proficiency in drafting written correspondence, answers correspondence received by and on behalf of the supervisor as requested.
13.Demonstrates accurate and consistent proof reading skills.
14.Receives and returns telephone calls on behalf of the supervisor as requested using high standards of telephone techniques.
15.Greets visitors in a courteous and professional manner; provides information and handles routine business associated with a busy, productive and smoothly run office.
16.Acts in a professional manner and maintains a professional attitude towards the public and colleagues; adheres to cultural diversity guidelines, and exhibits the fundamentals of good public/customer service.
17.Complies with school, system, state and federal regulations and policies, including the PSC Code of Ethics, as related to job requirements.
18.Maintains confidentiality of sensitive information and material; adheres to chain of command.
19.Maintains a professional appearance as appropriate for job responsibilities.
20.Maintains and improves knowledge and skills to promote proficiency in the operations of an organized, modern, updated and efficient office.
21.Participates in workshops and staff development activities and applies what is learned to the job; accepts new challenges in a professional manner.
22.Shows initiative and assumes responsibility for all aspects of job responsibilities; performs routine duties and tasks with little or no direct supervision.
23.Exhibits time on task and a flexible, cooperative, progressive and hard working attitude and style. Limits personal business and phone calls to a minimum during work hours.
24.Enhances the climate of the building and the morale of colleagues.
25.Demonstrates loyalty to the school system and administration.
26.Answers switchboard, directs calls and provides information to individuals.
27.Arranges for mail/package pick up and dissemination daily and periodically during the holidays.
28.Maintains the fax and postage machines. Provides for postage, supplies, maintenance, and use.
29.Refers request for student transcripts for processing in an appropriate and accessible manner.
30.Notarizes and provides student transcripts upon request to individuals and agencies.
31.Distributes forms and maintains student work permit records.
32.Prepares and maintains the system scrapbook.
33.Documents and verifies central office absences and reports to payroll.
34.Acts as a mediator between employees and the third party administrator for Workers’ Compensation.
35.Maintains a claim prevention program for all employees.
36.Performs all other duties and responsibilities as assigned.