MS/HS Front Office Administrative Assistant

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The MS/HS Front Office Administrative Assistant is the first point of contact for students, parents, staff, and visitors. A friendly demeanor, strong communication skills, and organizational abilities will be essential in ensuring a smooth and welcoming experience for all individuals interacting with the school's main office. This position plays a vital role in maintaining a positive and professional school environment. Under direct supervision of the MS/HS Principal, you would perform routine clerical, secretarial, and general office assistance duties in support of administrative staff, counselors, teachers, or teacher's assistants. You would also be responsible for performing routine clerical tasks in the operation of standard office equipment, supervision of students, and processing student records and forms. Employee is also responsible for answering the telephone and scheduling meeting and conferences, data manipulation through various computer-driven word processing, spreadsheet and are often essential duties.

Responsibilities:

• Greet and welcome students, parents, staff, and visitors in a warm and courteous manner.
• Answer incoming calls and transfer them to the appropriate staff members or departments.
• Provide information to callers or visitors about school programs, schedules, events, and other inquiries.
• Manage the sign-in and sign-out process for students, visitors, and vendors following school security protocols.
• Monitor the main entrance area and ensure only authorized individuals enter the premises.
• Sort and distribute incoming mail and packages to relevant recipients.
• Assist with various administrative tasks, such as photocopying, filing, data entry, and record-keeping.
• Keep the front desk area, waiting area and teacher workroom clean, organized, and functional.
• Notify staff of any urgent messages or time-sensitive matters promptly.
• Collaborate with other school staff to ensure seamless communication and information flow.
• Maintain confidentiality of sensitive information related to students, families, and school operations.
• Report any maintenance issues or concerns related to the front desk area to the appropriate personnel.
• Attend meetings and training sessions as required to stay updated on school policies and procedures.
• Demonstrate a positive and professional attitude at all times while representing the school.
• Serve to assist the office manager in times of need or when the office manager is absent.

Minimum Qualifications or Standards Required to Perform Essential Job Functions

Physical Requirements:

Must be physically able to operate a variety of equipment including computers, copiers, laminators, etc. Must be able to exert a negligible amount of force constantly to move objects. Physical requirements are consistent with those for Sedentary Work.

Data Conception:

Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things. Proficient in using standard office software, including MS Office Suite and Google Apps for Education (Docs, Sheets, and Pages)

Interpersonal Communication:

Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments, and/or directions from superiors. Adherence to strict confidentiality guidelines and ethical standards is required. Knowledge of school policies and procedures is desirable but not mandatory.

Language Ability:

Requires the ability to read a variety of correspondence, reports, forms, student records, etc. Requires the ability to prepare correspondence, simple reports, forms, etc., using prescribed format.

Intelligence:

Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.

Verbal Aptitude:

Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in Standard English.

Numerical Aptitude:

Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; and to determine percentages and decimals.

Form/Spatial Aptitude:

Requires the ability to inspect items for proper length, width, and shape.

Motor Coordination:

Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.

Manual Dexterity:

Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination:

Does not require the ability to differentiate between colors and shades of color.

Interpersonal Temperament:

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress. Requires a friendly, approachable, and helpful attitude toward students, parents, staff, and visitors.

Physical Communication:

Requires the ability to talk and hear : (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear). Must be able to communicate via telephone.

Educational Requirements:

Requires a High school diploma or equivalent. Proven experience in a customer service or front desk role is an advantage.

Disclaimer

The preceding 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.