Central Office Receptionist

Summary:

Receives community members, staff, and visitors to Hudsonville Public Schools Administration office in person, on the telephone; answering or referring inquiries. Maintains security by following set procedures for visitors to the building. Works alongside the Human Resource department to assist with various duties and jobs within Central Office. This is a year round position.

Description:

• Manage telephone calls, emails, messages, and communicate to appropriate personnel.
• Excellent communication skills with community members and HPS employees.
• Mail out and distribute mail within the building.
• Welcome and assist visitors with a kind and friendly demeanor.
• Type, prepare, distribute, files records/reports, correspondence, mailings, etc. related to district functions and Central Office personnel and finance needs.
• Maintain a highly organized office for cohesive workflow.
• Collaborate with HR dept within Talent Ed regarding position posting, interviews, and coordination of candidates.
• Complete district background checks for volunteers.
• Update Position Descriptions
• Assist with Employee IDs.
• Coordinate and organize Central Office spaces and events amongst the departments.
• Collaborate with Community Ed to create a Master Schedule for facility use.
• Assist with walk-in and online registration for Community Education
• Assist with reconciliation for Community Education
• Manage and lead major copying and sorting projects for Central Office departments, including HEF.
• Transcribe meeting notes for Central Office teams.
• Serve as a confidential receptionist to the district administrators.
• Operate standard office equipment.
• High aptitude using Macintosh software, Google Suite, and Microsoft Office.
• Collaborate with Special Services department for Special Education data uploading.
• HPS Accident intake and distribution.
• Scan invoices into the Financial Software when needed for a variety of departments.
• Assist families that are new to the district with the registration process.
• Manage ordering for supplies for the central office team.
• Other duties may be assigned.

Supervisory Responsibilities

None

Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

Education and/or Experience:

• High school diploma or general education degree (GED).
• Three to five years in general administrative assistant work and/or training.
• School administrative assistant or Human Resource experience preferred.
• Highly effective organization skills and takes initiative.

Language Skills:

Ability to read and comprehend simple instructions, short correspondence and memos. Ability to write simple correspondence. Ability to effectively communicate with the team and present information in one-on-one and small group situations to students, staff, and parents.

Mathematical Skills:

• Basic through Pre-Alg
• Use of calculator

Reasoning Ability:

Ability to apply common sense understanding to work with a variety of staff skill sets with instruction and technology integration. Ability to problem solve, prioritize needs, be a creative thinker and also be flexible in his/her thinking.

Other Skills and Abilities:

None

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and occasionally walk or stand. The employee is frequently required to talk or hear. The employee is frequently required to lift boxes, use hands and fingers to type, use tools, feel objects or controls. The employee must on occasion squat, stoop, or kneel. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.