Administrative Assistant - Receptionist

Administrative Assistant – Receptionist - PMThe Administrative Assistant – Receptionist PM reports to the Assistant Director of Transportation Services. This position provides clerical support as assigned. This role will have particular focus on contributing to effective notifications related to school bus delivery. Assisting with responses to public inquiries and preparation and distribution of written communications will also be a focus. Additional duties will involve the delivery of appropriate customer service to the department staff in person, online, and via telephone. Successful candidates will demonstrate strong attention to detail in record keeping and written communication and the ability to work well with colleagues and the public.Support effective communicationsAssist in delivering school bus information using established communication systems concerning busing status, to include delays, splits, and reassignmentsPrepare, type, print, and distribute a variety of written materials through established communication systems (e.g., mass communication platform, emails, websites)Draft written communications from rough drafts, outlines, meeting notes, or verbal instructionsProvide copy-editing and other quality check support to colleaguesMaintain accurate, accessible archives of all communicationsProvide regular communication and maintenance of Google calendars for the Administrative teamManage public inquiries with strong customer serviceWelcome and screen visitors and callersIdentify needs of visitors and callers, address questions directly when possible, and triage requests to appropriate colleague(s)Respond to telephone calls received from school personnel and the general publicAssist other staff members as necessary to ensure an efficient transportation operationEducation and ExperienceEducation Attainment (Required): High School Diploma or its equivalentEducation Attainment (Preferred): Coursework or certifications related to clerical duties is preferred.Relevant Experience (Required): Two (2) years of professional experience is requiredRelevant Experience (Preferred): Prior experience in clerical roles is preferred.Required Licensures and CertificationsAdditional Knowledge, Skills, and AbilitiesKnowledgeAppropriate professional English grammar, usage, spelling, punctuation, and publication.SkillsOperation of business equipment to include fax machine, copier, two way radio and multiple line phone system.Proficient in Microsoft Office and Google Suite.Meticulous attention to detail.AbilitiesDeliver effective written and verbal communication.Manage time and tasks effectively.Demonstrate initiative and flexibility.Work cooperatively in a team environment to meet goals.Organize and perform work independently.Meet deadlines for all work even when working on multiple projects.Show sustained effort and enthusiasm in quality and quantity of work.Core Expectations of All Stafford Schools EmployeesEngage in ongoing professional development relevant to position.Respond to written and oral requests for information promptly and thoroughly.Maintain a clean, neat appearance and dress appropriate to position and duties.Maintain a record of appropriate attendance and punctuality.Serve as a role model for students, colleagues, and the general public.Work in close harmony with supervisor(s) and colleagues.Comply with all division policies and regulations, including but not limited to guidelines for confidentiality and professional conduct, as well as all site-based procedures and protocols.Weight DemandsWeight Demands - Rarely - Occasionally - FrequentlyLifting – 1–25 lbs - XLifting – 26–50 lbs - XLifting – 50+ lbs - XCarrying – 1–25 lbs - XCarrying – 26–50 lbs - XCarrying – 50+ lbs - XPushing/Pulling – 1–25 lbs - XPushing/Pulling – 26–50 lbs - XPushing/Pulling – 50+ lbs - XPhysical DemandsPhysical Demands - Rarely - Occasionally - FrequentlyStanding - XSitting - XWalking - XReaching - XTurning/Twisting - XBalancing/Climbing - XStooping/Kneeling - XCrouching/Crawling - X