Administrative Assistant / Receptionist – Central Office

Administrative Assistant / Receptionist -- Central Office

Position Description: This position serves as the Administrative Assistant and primary Receptionist for the Central Office of the Portsmouth School Department. The core function of this role is to provide dedicated administrative support to the Assistant Superintendent and the Business Administrator while serving as the primary point of contact and hospitality lead for all visitors to the Central Office. 

Reporting Relationship  

Reports directly to the Assistant Superintendent. 

Duties and Responsibilities 

Reception & Office Hospitality 

• Initial Point of Contact: Serves as the first point of contact for all visitors to the Central Office; greets, screens, and directs guests to the appropriate personnel or department.
• Communications Management: Screens incoming phone calls and messages, redirects inquiries, and handles sales solicitations.
• Mail & Deliveries: Receives, sorts, and distributes all daily mail, packages, and special deliveries.
• Environment Management: Maintains an organized and professional front-office environment.
• Facility Coordination: Manages the availability and scheduling for the two (2) central office conference rooms. 

Administrative Support 

• Executive Support: Provides comprehensive administrative support specifically to the Assistant Superintendent and Business Administrator.
• Scheduling: Assists both administrators with calendaring, meeting scheduling, and professional development arrangements, including registration and travel.
• Document Management: Organizes and maintains document files, facilitates the annual School Department Calendar, and coordinates ongoing document retention and archiving efforts.
• Correspondence: Supports all internal and external correspondence efforts as directed.
• Financial & Payroll Support: Assists with routine Payroll preparation and acts as a liaison with City Payroll for Central Office staff; prepares purchasing requisitions as needed.
• Special Projects: Assists with high-level annual projects, including the assembly of Budget Binders, the Proposed Budget & Performance Measures website, and the coordination of district/board retreats.

District-Wide Support 

• Information Liaison: Disseminates and collects district-wide information as directed.
• Digital Maintenance: Assists with the ongoing maintenance of the School Department website and manages the Parent Square "flyer folder" for approved distributions.
• Job Postings/Recruitment Workflow: Activates job postings for positions in the district, makes interview appointments, notifies HR of changes to job status for new & existing employees.
• Homeschool Coordination: Issues letters to homeschool families and maintains the associated working lists and documentation.
• Strategic Office Support: Serve as the primary secondary-support for the Superintendent's office in the development and quality control of board meeting documentation.
• Inventory Control: Manages office inventory, including the procurement and organization of supplies, equipment, and furniture. 

Required Skills & Abilities 

• Interpersonal Relationships: Maintains professional and cooperative relationships with all levels of management and the public to foster a positive environment.
• Communication & Diplomacy: Demonstrates an excellent ability to listen and communicate effectively while handling sensitive issues with tact, diplomacy, and confidentiality.
• Critical Thinking: Uses logic to evaluate complex situations and identify appropriate solutions or approaches.
• Detail & Organization: Prioritizes the completion of work using sound time-management methodology within a busy office environment.
• Technical Proficiency: Utilizes word processing, spreadsheet, and related software with speed and accuracy.
• Financial Literacy: Ability to perform arithmetic and statistical applications necessary for financial transactions and budgeting tasks.

Working Environment 

• Environment: Office environment; experiences frequent interruptions requiring constant re-prioritization to meet changing deadlines.
• Attendance: Requires regular and prompt attendance in the workplace.
• Travel: Limited travel to and from meetings may be required.

Additional Duties

• Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the office.

Equipment

• Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.

Qualification Profile

• Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying.  Typical qualifications would be equivalent to:
• Graduation from high school.
• Associates degree with course work in business, math, word processing, office procedures and record keeping preferred.
• Successful experience with office management preferred.

Note:  The above description is illustrative of tasks and responsibilities.  It is not meant to be all inclusive of every task or responsibility.
FLSA Status:       Non-exempt