Campus Receptionist/Business Clerk

Campus Receptionist/Business Clerk

Under close to moderate supervision, provide reception and clerical support for the efficient operation of the campus office, including processing purchasing requests, requisitions, and purchase orders, performing general bookkeeping, and completing related clerical duties.

Reception and Clerical

1. Receive and direct incoming calls, take reliable messages, and route to appropriate staff.
2. Greet and direct campus visitors. Maintain visitor log and issue visitor passes. Maintain tidy reception area.
3. Assist parents in checking students in and out of school.
4. Prepare and distribute student identification cards.
5. Assist with the receipt and distribution of student materials, including homework requests.
6. Receive, sort, and distribute mail, messages, documents, and other deliveries.
7. Administer medication to students, check temperatures, and notify parents of student's illness in nurse's absence as directed by principal.
8. Assists and coordinates with various departments including human resources to ensure applicable duties/assignments are completed.
9. Performs required office routines and practices (e.g., scheduling, copying, faxing, mailings, etc.) for the purpose of providing information and/or materials as needed.
10. Responds to inquiries from a wide variety of internal and external parties (e.g., staff, parents, students, public agencies, etc.).
11. Provide clerical assistance as needed including assisting with the scheduling of appointments.
12. Compile, maintain, and file all reports, records, and other documents as required.
13. Send emails and faxes on behalf of departments and campus administration.
14. Monitor and maintain copy machine daily to ensure machine is stocked with paper and toner and maintain supply inventory.

Business/Purchasing

1. Communicates effectively with central office to ensure purchase orders, requisitions and purchasing necessities are processed timely and correctly in accordance with established procedures.
2. Assist staff including central office personnel in maintaining complete records on school activity accounts, running reconciliation reports as needed, verifying deposits, processing, and forwarding to central office.
3. Contact vendors to check on supply and equipment availability, invoices, request quotes upon need, purchase orders, contracts, and other issues as directed.
4. Maintain, process, and record all school budget transactions.
5. Process all outgoing school purchase orders (verify all purchases and attach proper documentation for submittal to central office for payment).
6. Order school supplies for all departments, maintains inventory, verifies PO's and delivers to staff.
7. Assist with distribution of inventory of employee uniforms.
8. Detect and resolve problems with incorrect orders, invoices, shipments, requisitions, etc.
9. May receive activity account(s) funds and be responsible for the maintenance of activity logs and monthly spreadsheets.
10. Processes documentation and materials (e.g., mail, supplies, registration, collections, work orders, forms, field trip forms, receipts, requisitions, travel requests, etc.).

Other

1. Maintain confidentiality.
2. Supports Principal and other administrative personnel as directed.
3. Assist with planning, preparation, and setup of faculty meetings and campus activities.
4. Participate in staff development training programs to improve job performance.
5. Comply with policies established by federal and state law, State Board of Education rule, and local board policy.
6. Follow district protocols and emergency procedures.
7. Perform other duties as assigned.

Supervisory Responsibilities: None.

Equipment Used: Computer, telephone, printer, copier, fax machine, calculator and other standard office equipment and peripherals.

Working Conditions: Occasional absences are understood but regular attendance is required. Employee may work prolonged or irregular hours. While performing the duties of this job, the employee is regularly required to sit, occasionally bend/stoop, push/pull and twist. Repetitive hand motions including frequent keyboarding and use of mouse is required with occasional reaching. The employee must occasionally do light lifting and carrying (less than 15 lbs.). The employee is occasionally required to stand, walk, and reach with hands and arms. Employee must work with frequent interruptions and maintain emotional control under stress.

STET/HMPS considers applications for all positions without regard to race, color, national origin, age, religion, sex, marital status, veteran or military status, the presence of a medical condition, disability, or any other legally protected status.

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.