POSITION TITLE:     Receptionist – Central Office – Part-Time

STATUS:                   Part-Time, Monday through Friday, 12:30 – 4:30 pm, 260-Day Employee

FLSA STATUS:          Non-Exempt

PAY CATEGORY:       Secretary 1

REPORTS TO:            Administrative Assistant to Superintendent

 

POSITION SUMMARY: The part-time Receptionist – Central Office is responsible for effectively performing and assisting with all clerical duties associated with the Central Office including, but not limited to, managing the front office, answering questions via various methods, typing letters, compiling reports, preparing for meetings, communicating supply orders, printing, faxing and mailings.  Screen all calls and visitors and directs them to appropriate department or person. Completes a variety of duties that enable the office to run efficiently and smoothly.  

 

ESSENTIAL FUNCTIONS: 

  1. Answer incoming calls in a positive and friendly manner, determine appropriate contact and transfer to appropriate department/employee.
  2. Greet and assist all visitors in a positive and friendly manner when they enter the Central Office.
  3. Provide front desk coverage during lunch breaks, vacations, and other absences to ensure seamless administrative support and customer service experiences.
  4. Assist with sorting and distributing incoming US mail and interoffice mail, and apply postage on outgoing US mail.
  5. Assist with signing for and notifying appropriate employees of incoming UPS, FedEx and Amazon deliveries.
  6. Act as a backup for the full-time receptionist with managing the online fax system and distributing faxes to office staff.
  7. Assist employees with scheduling various rooms for meetings or activities. Set up and prepare rooms as needed.
  8. Assist the Board of Education secretary with board meeting preparation.
  9. Act as a backup for the full-time receptionist with maintaining reservations for building usage of Fox Service Center, ensure appropriate forms are completed and adequate insurance coverage is maintained. Process invoices and payments for building use. Maintain calendar for building use and communicate with employee and outside organizations availability of building.
  10. Assist with processing transcript requests, including pulling transcripts, documenting distribution, and mailing or faxing to appropriate destination.
  11. Assist with continuously updating various district phone lists and building/department rosters.
  12. Assist with printing and distributing ID badges for staff in partnership with the full-time receptionist, Human Resources and Technology Departments.
  13. Assist with supporting student worker(s).
  14. Assist full-time receptionist with troubleshooting and repairing copy machines and other office equipment as needed. Schedule service calls as needed.
  15. Assist with maintaining various forms at the front desk to distribute when requested.
  16. Provide support to various departments with special projects as needed.
  17. Perform other duties as assigned.

ESSENTIAL SKILLS AND ABILITIES: 

  1. Ability to communicate effectively, both verbally and in writing, with a variety of clientele.
  2. Exercise sound judgment.
  3. Calm demeanor for handling stressful situations.
  4. Ability to work effectively with all stakeholders.
  5. Ability to function in a multi-tasking environment and accomplish tasks that are often interrupted by persons with special and/or immediate needs.
  6. Must maintain strict confidentiality.
  7. Maintain accurate and well-organized documentation for all related tasks, projects, and workload.
  8. Ability to report to work consistently and promptly as scheduled.
  9. Ability to create routine reports and correspondence.
  10. Ability to work independently with minimum supervision and the ability to apply common sense understanding and demonstrate initiative to act without being asked.
  11. Ability to effectively and efficiently manage projects, create and adhere to timelines, follow-through on and complete tasks, and meet deadlines with very little supervision and direction.
  12. Ability to effectively resolve conflict between various stakeholders with diverse backgrounds and needs.
  13. Ability to read, analyze, and determine a course of action based on various types of written and verbal information.

 

BASIC REQUIREMENTS: 

  1. Proficient knowledge of Google Suites preferred.
  2. 2-5 years of secretary or receptionist experience preferred.
  3. Previous experience working in a school system preferred.

 

WORK ENVIRONMENT: 

 

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone/email and personal contact as normally defined by the ability to see, read, talk, hear, handle, or feel objects. Some climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, talking, and repetitive motions. Requires ability to sit and stand for long periods to complete work. Requires ability to handle multiple tasks with frequent interruptions and ability to work in noisy, stressful, and crowded environments.