Receptionist @ Holbrook Middle

Receptionist/Clerical Assistant

Definition Under direct supervision performs routine receptionist, clerical, and general office assistant duties that are limited in variety and scope. Work typically involves receiving and directing visitors, answering the telephone, directing calls, and responding to basic requests for information. The employee is responsible for performing routine clerical tasks in the processing of forms and records. Detailed instructions are given and most tasks are routine and repetitive in nature. The employee is also responsible for data manipulation through various computer-driven word processing, spreadsheet, and file maintenance programs.

Duties and Responsibilities

• Attends to the public at a counter or serves as a receptionist giving information regarding departmental operations and answering questions on programs, procedures, and regulations.
• Handles telephone inquiries and correspondence of a non-technical nature.
• Answers incoming telephone calls and routes them to the proper person or department.
• Answers questions regarding the most routine matters.
• Performs routine clerical and typing duties as time permits.
• Operates the intercom and provides information through the school's public address system.
• Supervises students who are waiting to see administrative staff for disciplinary or other reasons.
• Contacts parents of disciplined students; contacts parents of sick/hurt students.
• Schedules tours and facility usage.
• Processes, sorts, checks for accuracy, and files documents in accordance with established systems.
• Distributes intra-system and general delivery mail.
• Maintains routine office records relating to student records, instructional materials, etc.
• Keyboards materials from exact copy with proficiency.
• Sets up and maintains files for a limited number of subjects.
• Makes simple arithmetic calculations manually or by use of a calculating machine according to established methods.
• Transcribes information onto forms, processes letters, memoranda, reports, tabulations, statements, various card records, and other materials from rough drafts or detailed instructions.
• Operates copying machines, adding machines, personal computers, and other office equipment.
• Notifies employees of mail, information, visitors, or materials waiting at a central location.
• Performs a variety of minor clerical tasks in relieving supervisor of office details.

Additional Clerical Job Functions

• Greets visitors, parents, staff, students, volunteers, etc., and directs them to their intended destination.
• Performs related work as required.

Knowledge, Skills, and Abilities

• General knowledge of the operations of the school.
• General knowledge of the principles of organization and administration.
• General knowledge of elementary arithmetic.
• General knowledge of correct spelling, grammar, and vocabulary usage.
• Some knowledge of basic computer operation.
• Ability to transcribe information and prepare standardized forms, letters, and reports from that information.
• Ability to operate multi-line phone system.
• Ability to compile simple information.
• Ability to operate common office machines.
• Ability to sort and distribute documents.
• Ability to maintain accurate records and to develop simple reports from those records.
• Ability to understand and follow oral and written instructions.
• Ability to type accurately at a moderate rate of speed.
• Ability to establish and maintain effective working relationships as necessitated by work assignments.
• Other clerical duties as assigned.

Physical Requirements

• Must be able to physically perform the basic life operational functions of stooping, crouching, reaching, standing, walking, fingering, grasping, talking, hearing, and repetitive motions.
• Must be able to perform sedentary work exerting up to 20 pounds of force occasionally and/or a negligible amount of force frequently up to 10 pounds or constantly to lift, carry, push, pull, or otherwise move objects.
• Must possess the visual acuity to prepare forms and records and use fingers to operate a computer terminal and other office equipment.
• Must be physically able to operate a variety of office machines.

Minimum Training and Experience

• Minimum high school graduate or equivalent.
• Minimum of two years of post-secondary business/office education preferred.
• Computer skills required (demonstration may be required if interviewed).

Classification: Non-exempt

This Position Reports Directly to: Principal/Administrator

Salary: Entry Level Grade 55, Step 00

Disclaimer The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees for this job. If offered a position, the prospective employee must pass a required health exam, criminal records check, and drug test.