26-27 High School Office Assistant/Receptionist

Position: High School Office Assistant / Receptionist

Location: Pauls Valley High School
Reports To: High School Principal(s)

Position Summary

The High School Office Assistant serves as the first point of contact for students, parents, staff, and visitors entering Pauls Valley High School. This position is responsible for creating a welcoming, professional environment while maintaining school safety by controlling access to the facility. The Office Assistant performs a variety of clerical, receptionist, and administrative duties that support the efficient daily operation of the high school office.

Essential Duties and Responsibilities

Reception and Customer Service

• Greet all students, parents, visitors, and vendors in a courteous and professional manner.
• Serve as the primary receptionist for the high school office.
• Answer, screen, and direct incoming telephone calls.
• Provide accurate information to students, parents, staff, and community members.
• Take and deliver messages promptly and accurately.
• Assist visitors with sign-in procedures and issue visitor badges in accordance with district safety procedures.

Building Security and Access Control

• Monitor the main entrance during school hours.
• Control access to the building by verifying the visitor's identity and the purpose of the visit.
• Ensure all visitors comply with district safety and security protocols.
• Notify appropriate staff of visitor arrivals.
• Maintain visitor logs and other required security records.
• Report suspicious activity or safety concerns immediately to school administration.

Office and Clerical Support

• Perform general clerical duties including filing, copying, scanning, and data entry.
• Prepare and distribute correspondence, forms, and reports.
• Maintain organized student and office records.
• Process incoming and outgoing mail and deliveries.
• Assist with student attendance procedures as assigned.
• Support enrollment and withdrawal processes as directed.
• Maintain office supplies and submit replenishment requests.
• Operate standard office equipment including computers, copiers, scanners, printers, and multi-line telephone systems.

Communication and Administrative Support

• Assist administrators, counselors, teachers, and office staff with daily office operations.
• Coordinate communication between students, parents, and staff.
• Maintain confidentiality of student and personnel information in accordance with FERPA and district policies.
• Assist with scheduling appointments and meetings.
• Support school events and activities requiring office assistance.
• Perform routine data entry into district information systems.

Other Duties

• Assist with emergency procedures and communications when necessary.
• Maintain a clean, organized, and professional reception area.
• Cross-train with other office personnel to ensure continuity of office operations.
• Perform other duties as assigned by the Principal or designee.

Qualifications

• High school diploma or GED required.
• Associate degree or previous school office experience preferred.
• Experience in customer service, receptionist, or administrative support preferred.
• Strong interpersonal and communication skills.
• Ability to interact positively with students, parents, staff, and the public.
• Proficiency with Microsoft Office applications, Google Workspace, email, and office technology.
• Ability to learn district software systems.
• Strong organizational skills with attention to detail.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Ability to maintain confidentiality and exercise sound judgment.

Knowledge, Skills, and Abilities

• Excellent verbal and written communication skills.
• Professional appearance and demeanor.
• Strong customer service orientation.
• Ability to remain calm under pressure.
• Ability to work independently and collaboratively.
• Knowledge of general office procedures and equipment.
• Ability to follow district policies and safety procedures.
• Dependable attendance and punctuality.

Physical Requirements

• Frequent sitting, standing, and walking throughout the workday.
• Ability to operate office equipment for extended periods.
• Occasional lifting of up to 25 pounds.
• Ability to communicate effectively in person and by telephone.

Working Conditions

• School office environment with frequent interruptions.
• Daily interaction with students, parents, staff, and community members.
• Exposure to confidential information requiring discretion.
• Occasional work outside regular school hours for meetings or special events.

Terms of Employment

• Length of contract and salary in accordance with the Pauls Valley Public Schools Board of Education-approved salary schedule and district policies.