Receptionist/Secretary (Central Office)__240 day contract

QUALIFICATIONS:    Knowledge and Abilities:

1. Knowledge Of:   

• Modern office practices, procedures and equipment.
• Applicable sections of Kentucky Administrative Regulations and other applicable laws.
• District Organization, operations, policies and objectives.
• Organization, rules, regulations and programs related to an assigned office or function.
• Operation of a computer and data entry techniques.
• Software applications used by the District, including Microsoft office and Google (docs, sheets, etc.).
• Financial and statistical record-keeping techniques.
• Basic budget monitoring and control.
• Telephone techniques and etiquette.
• Financial and statistical record-keeping techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Interpersonal skills using tact, patience and courtesy.

1. Ability To:

• Perform advanced-level secretarial duties requiring independent judgment and analysis.
• Plan, organize and coordinate office activities and communications to relieve the Director of routine administrative and clerical details.
• Work independently with little direction.
• Type at an acceptable rate of speed.
• Analyze situations accurately and adopt an effective course of action.
• Compose independently or from oral instructions letters, memos, bulletins or other material.
• Read, interpret, apply and explain rules, regulations, policies and procedures.
• Maintain records and prepare reports.
• Communicate effectively both orally and in writing.
• Meet schedules and time lines.
• Add, subtract, multiply and divide quickly and accurately.
• Establish and maintain cooperative and effective working relationships with others.
• Work confidentially with discretion.
• Complete work with many interruptions.

 3.   Education and Experience:

Any combination equivalent to:  high school diploma, high school certificate of completion, or G.E.D. Certificate and three years of increasingly responsible secretarial and clerical experience.

1. Such additional qualifications as the Superintendent and Board may find appropriate and acceptable.

REPORTS TO:              Assistant Superintendent

SUPERVISES:              N/A

BASIC FUNCTION:     Perform advanced-level secretarial duties for a Director-level administrator of a major District function requiring independent judgment and analysis; plan, organize and coordinate office activities and communications to relieve the administrator of routine administrative and clerical details.

REPRESENTATIVE PERFORMANCE RESPONSIBILITIES:

1. Serves as secretary to a District-level Director or administrator of a large, complex program or function; plans, organizes and coordinates activities to relieve the administrator of routine clerical details.

1. Interviews and screens callers and visitors, including students, teachers, administrators, parents, vendors and the public and provides information or directs to appropriate personnel; provides detailed and technical information concerning District policies, procedures and established regulations.

1. Communicates with parents and District personnel on confidential or sensitive issues; screens incoming calls to gather and exchange information.

1. Assures timely communications between office and District employees; makes phone calls to receive and transmit information; types memos, bulletins, letters and notices; composes correspondence or prepares from rough draft.

1. Types a variety of items including inter-office communications, requisitions, forms, letters, special projects, legal documents and other materials; establishes, modifies and maintains project and confidential filing systems.

1. Trains and provides work direction to other clerical personnel as assigned.

1. Researches and compiles information and computes statistical data for federal, State and District reports and special projects as assigned.

1. Schedules meetings, conferences and appointments for the Director;  maintains Director's calendar; arranges for conference rooms and refreshments; arranges and schedules travel accommodations as necessary.

1. Assists in the maintenance of department budgets; enters data into computer to charge appropriate accounts; reviews invoices, requisitions and purchase orders for accuracy, completeness and compliance with department and District policies; inspects and verifies accuracy of District financial reports with office records; researches and resolves discrepancies as needed.

1. Reviews or prepares a variety of materials and documents, including financial documents, invoices, inventory records and statistics; orders supplies and materials and prepares purchase orders; assures adequate forms and supplies to support office operations.

1. Attends a variety of meetings; prepares and sends out notices of meetings; collects and compiles information for meetings, projects and workshops.

1. Provides secretarial and clerical assistance to other staff as necessary.

1. Maintains a variety of complex personnel records, time sheets, lists, files and records, including confidential materials.

1. Compiles data for budget; maintains budget and financial records of a variety of programs; monitors account balances and record expenditures.

1. Receives, opens and screens incoming mail and independently composes replies according to established procedures.

1. Operates a variety of office equipment such as computer, copier/fax/scanner and postage machine.

1. Coordinates communications between supervisor and other District staff and the public.

1. Responsibilities Specific to HCPS Assignment:

•   Serves as receptionist, answers telephone, and greets visitors.
•   Directs incoming and outgoing interoffice and postal mail.
•   Maintains Worker’s Compensation claims and Records Retention reports.
•   Orders and maintains central office supplies.
•   Orders district custodial supplies.
•   Maintains district bid information:  OVEC, trash, custodial, catalog, athletic, etc.
•   Maintains transportation paperwork such as trip billing, etc.
•   Maintains district volunteer and driving records.
•   Maintains and updates employee handbook, district phonebook and opening day forms. 

1. Performs such other tasks as may be assigned by the Superintendent or immediate supervisor.

TERMS OF EMPLOYMENT:  Salary and work year to be established by the Superintendent and Board.

EVALUATION:    Performance of this job will be evaluated in accordance with provisions of the Board's policy on Evaluation of Support Services Personnel.