Secretary/Receptionist

Job Title: Secretary/Receptionist

FLSA Status: Non-Exempt 

Employment Status: Classified

License Required: No

Reports to: Executive Assistant to the Superintendent

Contract Length: 245 Days

Summary 

The Secretary/Receptionist provides comprehensive clerical, secretarial, and administrative support to the Directors of Facilities and Technology. This position performs a variety of responsible office and technical support duties requiring strong organizational skills, attention to detail, and professionalism. Responsibilities include providing customer service to staff, vendors, and the public; preparing correspondence and reports; maintaining records and fiscal documentation; processing purchase orders and invoices; assisting with departmental budgets; coordinating office communications; and supporting daily operational needs for both departments. The position requires proficiency in office technology, effective communication skills, and the ability to manage multiple tasks in a fast-paced environment.

Essential Duties and Responsibilities

The following duties are representative of the position and are not intended to be all-inclusive:

• Serve as the primary point of contact for the school division for staff, students, parents, vendors, and community members, providing professional customer service in person, by phone, and via email.
• Provide clerical, secretarial, and administrative support to assigned administrators and departments.
• Prepare, proofread, and maintain correspondence, reports, spreadsheets, forms, presentations, and other departmental documents.
• Maintain confidential records and information in compliance with division policies and applicable laws.
• Assist with departmental budgeting processes, including processing purchase orders, invoices, account tracking, reconciliation, and fiscal record maintenance.
• Process and track orders, deliveries, inventory, and vendor communications for departmental operations and projects.
• Use division software systems and databases to enter, maintain, and retrieve information accurately.
• Coordinate schedules, meetings, calendars, work orders, and departmental communications.
• Support facility and technology operations by assisting with maintenance requests, service coordination, and work-tracking systems.
• Receive, distribute, and manage incoming mail, packages, and deliveries.
• Maintain organized electronic and paper filing systems in compliance with records retention requirements.
• Assist with event coordination, logistics, and departmental projects as assigned.
• Monitor visitor procedures and support building safety and security protocols.
• Serve as a liaison among departments, schools, vendors, contractors, and outside agencies.
• Troubleshoot minor office equipment issues and coordinate service requests as needed.
• Support onboarding, communication, and training for office procedures and technology systems.
• Maintain professionalism, confidentiality, and effective working relationships with employees and the public.
• Perform other duties as assigned by the Executive Assistant to the Superintendent, the Superintendent,  or the Superintendent's designee.

Qualifications

• High school diploma required. Associate’s or Bachelor's degree preferred.
• Business courses and/or prior secretarial experience preferred. 
• Proficient in computer skills. Knowledge of Windows, Microsoft Office, Google, etc. 
• Must be able to work well with others. 
• Works independently. 
• Highly organized.

Language Skills

• Must be able to communicate clearly, orally and in writing. 
• Must be fluent in English and demonstrate strong grammar skills.

 Specific skill-based competencies required to satisfactorily perform the functions of the job include:

• operating standard office equipment, including using pertinent job-related software applications;
• preparing and maintaining accurate records; 
• and planning and managing projects. 

 Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: 

• business telephone etiquette; 
• operation of common office machines; 
• concepts of English grammar and punctuation to write routine reports and correspondence; 
• and general office methods and practices. 

 Specific ability-based competencies required to satisfactorily perform the functions of the job include: 

• maintaining confidentiality, 
• establishing and maintaining effective working relationships; 
• communicating with diverse groups; 
• working with detailed information; 
• reading and interpreting documents; 
• adapting to changing work priorities; 
• meeting deadlines and schedules; 
• setting priorities; 
• working as part of a team; 
• and working with frequent interruptions

Physical Demands

Able to walk to all points in the building. Normal vision and hearing. Work involves some physical tasks, including picking up objects less than 20 pounds.

Work Environment

Must maintain a professional appearance. Must keep the office area and work area neat and orderly.

Evaluation

Performance on this job will be evaluated in accordance with school board policy and administrative regulations on the evaluation of classified personnel.

Salary : $32,497 - $48,745