District Secretary

Classification: Hourly 

Position Overview:
As a District Receptionist, the position requires for a highly articulate, responsible and organized person to provide
exceptional customer service to the public and district office personnel. The position of the District Receptionist serves as
the first point of contact at the District office for staff, visitors and patrons fielding inquiries and directing patrons
appropriately. The District Receptionist answers incoming telephone calls and routes callers to the appropriate individual
within the School District. Other responsibilities include sorting and processing mail, maintaining School District Directories,
responding to requests/questions from administrators, staff and the public and providing other assistance in various areas
and perform a variety of clerical duties in support of District Office operations.

Essential Duties and Job Responsibilities

A. Visitors to the District
1. Greet and assist visitors and callers to the District Office by presenting a professional, positive image of the District in person and on telephone.
2. Screen and direct visitors to appropriate personnel, district offices, school sites or departments.
3. Work to efficiently and professionally determine visitor and caller needs and provide general information as needed.
4. Notify District Office staff of visitors.
5. Provide friendly, customer-oriented and efficient receptionist services.
6. Ensure that visitors sign-in on appropriate registry sheet.

B. Phones, Mail and Faxes
1. Operate the telephone system to relay incoming and inter-office telephone calls using professional phone etiquette.
2. Maintain and/or change the outgoing message for callers during holidays, breaks, etc.
3. Check on and respond to voice messages daily.
4. Maintain an updated list of phone numbers for directing inquiries.
5. Sort and distribute United States Postal Services (USPS) and inter-office mail “daily” in a timely manner.
6. Meter postage on authorized mail and deliver outgoing mail to USPS as needed.
7. Maintain and safeguard postage meter and supplies.
8. Prepare and process outgoing mail and packages for distribution as needed.
9. Receive, sort, distribute and process incoming, outgoing and internal mail and package deliveries to the District Office.
10. Distribute faxes to appropriate parties in a timely manner.
11. Provide updates to all switchboard coverage personnel as needed to ensure that the receptionist area and phones are covered during working hours.
12. Maintain and update the receptionist schedule yearly for absence coverage.

C. Work Area
1. Maintain reception area and all common areas in a welcoming, safe and tidy manner at all times.
2. Maintain reception area materials (e.g. newsletters, event calendars, school brochures, employment brochures, etc.) for the purpose of supporting school and District Office operations.
3. Keep all work space organized, clean and prepared for usage at all times.
4. Post and update office hours on front entrance doors.
5. Ensure that the receptionist area and phones are covered during working hours.

D. Clerical Responsibilities
1. Perform a variety of routine clerical duties including making appointments, word processing, proofreading, handling confidential information, filing, photocopying, transcribing and faxing as well as preparing, assembling and distributing materials.
2. Troubleshoot and serve as the main contact for District office equipment (Xerox machine, fax, shredder, coffee maker, postage meter, recycling bins, etc.) including maintaining supplies and calling for repairs or maintenance as needed.
3. Process Board Room, Training Room and Conference Room requests by maintaining a calendar of availability and working with custodians for set-ups.
4. Provide clerical support as backup to various departments.
5. Order and stock supplies for District Office kitchen, Board Room and Conference Rooms.
6. Provide coverage of lunch breaks for the Student Information Systems (SIS) Coordinator/Help Desk/Technology Department Secretary, and alternately.
7. Provide clerical support to the Superintendent and Associate Superintendent.
8. Assist District office staff with small special projects.

Education Level of Importance to Position
• High school diploma or GED
• Associate’s Degree or college course preferred
• Any equivalent combination of education, training or experience

Licenses or Certifications Level of Importance to Position
• A valid IVP Fingerprint Clearance Card
• Possession of a valid Arizona Driver’s License

• Notary

Experience Level of Importance to Position
• Three-years related office experience within a school office or a position involving a substantial public contact.

Skills/Knowledge/Abilities Level of Importance to Position
• Bilingual, English and Spanish.
• Ability to communicate effectively both orally and in writing including skills in spelling, punctuation and grammar.
• Demonstrate appropriate telephone etiquette.
• Ability to work effectively with constant interruptions.
• Ability to operate standard office equipment, ie: computers, fax, copiers, telephones and have proficiency with related software (Excel, Word, Powerpoint, etc.)
• Ability to assume responsibility, display initiative, and exercise good judgment.
• Ability to work with detail and a high degree of accuracy.
• Ability to use independent judgment in setting priorities and making decisions in absence of specific direction.
• Ability to prioritize and coordinate workflow and organize tasks to meet deadlines.
• Ability to use discretion in handling sensitive and confidential information.

Working Environment
• This position requires service in an office environment with frequent interruptions and a variety of noises. Occasional driving to campuses is required.

Terms of Employment
• Twelve-month, At-Will, hourly; benefits in accordance with Governing Board policies.

Evaluation
• Performance to be evaluated in accordance with Governing Board policy on evaluation of classified staff.

District Expectations
• Demonstrate regular and predictable attendance. Physical presence is expected as part of a reliable and predictable pattern of attendance.
• Support the district’s vision, mission, goals and Strategic Plan.
• Engage in civility, respect and professionalism.
• Maintain the professional knowledge and skills necessary to perform the essential duties and responsibilities of their positions.

Salary : $17 - $18