Part Time Receptionist

Receptionist - Middle School

The Receptionist provides full spectrum administrative support to the Building Principal including scheduling, writing correspondence, emailing, handling visitors, routing callers and answering questions and requests. The Building Secretary presents a positive image in contacts with staff, students, parents and community members.

Ypsilanti Community Schools expects that the Building Secretary:

• Commits to ongoing learning to develop the craft of leadership: encouraging, supporting and mentoring students and staff to do the same.
• Commits to high expectations for students.
• Commits to positive relationships and communication, promoting and modeling a safe and supportive learning culture for all.
• Commits to honoring all students, embracing their community and diversity.
• Commits to establishing a learning environment that is accountable for effective instruction, assessment and data-driven decision-making.
• Commits to using community resources to improve instruction.
• Commits to collegiality and professionalism of self and staff.

Essential duties and responsibilities include:

• Providing administrative support to the building principal, including preparation of presentations, budget tracking, calendar management, travel and room arrangements and correspondence to staff, parents, students and community members.
• Assisting with student accounting and reporting.
• Performing general office duties including answering telephones, greeting the public, typing, filing, sorting and handling incoming and outgoing mail.
• Researching, creating, inputting, formatting, organizing and editing relevant data as needed or requested and preparing in a usable format.
• Answering routine questions and correspondence not requiring the supervisor.
• Maintaining all program records in compliance with state and federal guidelines and district policies.
• Completing a high volume of computer data entry work, using district computer programs, to input a high volume of data with speed and accuracy, including confidential data, in an environment with constant interruptions.
• Representing administrators in a professional manner in communications with constituents providing accurate information, facilitation and problem resolution.
• Compiling and preparing reports for administration or outside agencies as required.
• Scheduling conferences and programs as required including creating schedules, contacting all invited parties, preparing confirmations and distributing materials to all parties.
• Managing special projects as assigned by the building principal.
• Maintaining and securing confidential records and inquiries in an appropriate manner.
• Representing the school and district in a professional manner in interactions with parents, community, staff and students.
• Administering first aid and triaging students who may be injured or ill.
• Abiding by all applicable rules, regulations, policies, procedures and statutes.
• Participating in professional development, maintaining appropriate certification and qualifications.
• Acting as a public relations agent for the success and image of the district.
• Participating in district and school initiatives.
• Regular predictable attendance.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Alternative requirements that may be appropriate and acceptable to the Board of Education may be considered. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

High level of organizational skills including a high degree of initiative and the ability to work with no or minimal supervision, often working under pressure or deadline. Evidence of training in first aid or willingness to acquire. Interest in being part of a learning organization and committed to helping students with improvement and instructional issues desired. Must be willing to work a flexible schedule that may include morning, afternoon or evening hours. Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

Ability to multi-task and meet deadlines. Possess (or acquire) knowledge of District organizational structure, personnel and their general responsibilities and apply that knowledge to direct incoming calls. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Exhibit high level of professionalism with the ability to handle confidential information, use good judgment, plan and handle complex projects and maintain a flexible attitude. Ability to complete a task through to a successful conclusion. Ability to work under pressure. Ability to multi-task and meet deadlines.

Education and/or Experience: Bachelor's Degree preferred; Associates Degree required. Employer, at its discretion, may allow significant experience in job areas as a substitute for degree. Minimum of three (3) years of progressively responsible secretarial experience working within a position involving significant exposure to confidential material, preferably in a public school environment.

Language Skills: Excellent verbal and written communication skills. Ability to express self clearly, both orally and in writing. Excellent telephone presence. Ability to answer questions and provide information to District employees, outside agencies, and the general public.

Technical Skills: Ability to type 55 words per minute. Must be able to pass general secretarial skills test. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of administrators, staff and the general public. Demonstrated proficiency in the use of a personal computer (PC) or MAC in a networked environment to utilize the Internet and other electronic communications mechanisms such as email, conferencing, bulletin boards, etc. Excellent knowledge of productivity applications such as Microsoft Office (word processing, spreadsheets, database and presentation software) and other technology to support efficient and effective office operation is required. Extensive experience with Microsoft Excel. Experience with publishing tools such as Microsoft Publisher desired. Possess good data entry skills and have good grammar. Ability to integrate technology into the everyday work flow is necessary. Ability to read, analyze and interpret general periodicals, professional journals, technical procedures and governmental regulations and forms. Knowledge of business letter writing and the standard format for typed materials.

Mathematical Skills: Ability to maintain program and grant budgets. Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs. Assist with budget preparation and tracking.

Reasoning Ability: Demonstrated ability to constructively deal with conflict and afford effective resolutions. Ability to organize, prioritize and work independently, as well as cooperatively with diverse groups. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

Interpersonal Skills: Possess excellent customer service and communication skills with a client-centered focus. Ability to build rapport with others and to serve diverse publics. Ability to take the initiative, work well with others as a collaborative team member and exhibit good communication skills.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach and twist; to lift, carry, push and/or pull up to 35 pounds such as paper and training materials. The employee is continuously repeating the same hand, arm or finger motion many times. This position requires significant fine finger dexterity. Specific vision abilities required by this job include close vision, distant vision and the ability to adjust focus. The position requires the individual to sometimes work irregular or extended work hours and meet multiple demands from several people.

Environmental Adaptability: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed primarily in a standard office environment with extensive public contact and frequent interruptions. The noise level in the work environment is quiet to loud depending upon the various activities that may occur throughout the day. Occasionally the employee may be required to be outdoors for a short period of time, and therefore subject to varying weather conditions, for purposes of accomplishing the essential functions of this job.