Secretary/Receptionist

Leave Clerk-Receptionist

Assures the smooth and efficient operation of the assigned office in a friendly and professional manner. Receives the public, operates the telephone system, serves as a key communicator and coordinator relating to essential operation of the office. Performs other clerical duties as needed.

Educational Level: High School Diploma or equivalent. Formal training in office practices and experience preferred.

Proficiency Skills: Written and oral communication skills, ability to operate office machinery and deal with multiple tasks, computer competence, typing and proof reading skills.

Personal Skills: Pleasant personality, cooperative attitude, physical skills and stamina to perform essential duties.

Salary: CCSS Classified Salary Schedule A03, 210 days.

Essential Duties:

When used as an evaluation instrument the evaluator is to mark each item by circling S for tasks in which the employee meets or exceeds expectations and NI for tasks in which the employee has not met expectations. The primary reason for this evaluation is to promote growth of the employee necessary to fulfill these expectations.

1. Maintains a pattern of prompt and regular attendance.

2. Ensures primary workstation and responsibilities are covered at all times during the working day.

3. Demonstrates knowledge and proficiency in typing and word processing skills as applicable to job responsibilities.

4. Demonstrates knowledge and proficiency in spreadsheet applications as applicable to job responsibilities.

5. Demonstrates knowledge and proficiency in database applications as applicable to job responsibilities.

6. Demonstrates knowledge and proficiency in the use of internet and email as applicable to job responsibilities.

7. Demonstrates knowledge and proficiency in the use of other computer applications as applicable to job responsibilities.

8. Demonstrates knowledge and proficiency in the use of office machinery as applicable to job responsibilities.

9. Demonstrates knowledge and proficiency in the development, revision and production of documents, reports, forms, and materials.

10. Maintains and manages files, records, office supplies, materials and equipment in an appropriate, accessible and current manner, including records necessary for reporting and accountability.

11. Demonstrates appropriate verbal, written and telephone communication skills.

12. Demonstrates proficiency in drafting written correspondence, answers correspondence received by and on behalf of the supervisor as requested.

13. Demonstrates accurate and consistent proof reading skills.

14. Receives and returns telephone calls on behalf of the supervisor as requested using high standards of telephone techniques.

15. Greets visitors in a courteous and professional manner; provides information and handles routine business associated with a busy, productive and smoothly run office.

16. Acts in a professional manner and maintains a professional attitude toward the public and colleagues; adheres to cultural diversity guidelines, and exhibits the fundamentals of good public/customer service.

17. Complies with school, system, state and federal regulations and policies, including the PSC Code of Ethics, as related to job requirements.

18. Maintains confidentiality of sensitive information and material; adheres to chain of command.

19. Maintains a professional appearance as appropriate for job responsibilities.

20. Maintains and improves knowledge and skills to promote proficiency in the operations of an organized, modern, updated and efficient office.

21. Participates in workshops and staff development activities and applies what is learned to the job; accepts new challenges in a professional manner.

22. Shows initiative and assumes responsibility for all aspects of job responsibilities; performs routine duties and tasks with little or no direct supervision.

23. Exhibits time on task and a flexible, cooperative, progressive and hard working attitude and style. Limits personal business and phone calls during work hours.

24. Enhances the climate of the building and the morale of colleagues.

25. Demonstrates loyalty to the school system and administration.

26. Answers telephone, directs calls and provides information to individuals.

27. Manages and oversees the maintenance of the phone system, including assigning and recording greeting messages, adding and deleting users, repairs, etc.

28. Manages attendance protocol.

29. Files and keeps discipline forms and paddle permits

30. Maintains and dispenses medications for students with signed authorization on file.

31. Maintains other office machines. Provides for supplies, maintenance, and use.

32. Arranges for mail/package pick up and dissemination.

33. Prepares and processes purchase orders and work orders as needed.

34. Assists in maintaining daily attendance logs for teachers, substitutes and other school employees as directed by the principal.

35. Seeks and maintains appropriate training and skills in all operations of the Student Information System.

36. Maintains the skills to keep payroll records as required by the central office, including leave forms and teacher attendance book, calls subs.

37. Maintains the skills to serve as back-up bookkeeper.

38. Serves as liaison to the central office in the handling of insurance matters, workers compensation claims, etc.

39. Directs callers and visitors to the appropriate personnel and provides general information when requested.

40. Performs all other duties and responsibilities as assigned by the supervisor.