Administrative Assistant - Receptionist

Job Description

SHAWNEE PUBLIC SCHOOLS

Job Title: Administrative Assistant - Receptionist

Reports To: Business Manager

Site: Central Office

Qualifications

Credentials: None

Education: High school diploma and specialized training in computers and business applications preferred.

Training or Experience Required: 1-2 years of clerical experience handling switchboard/receptionist work. Must be able to input data while handling reception/switchboard activities.

Job Summary: Performs skilled level switchboard/receptionist/clerical duties under limited supervision to assist those individuals who are calling or coming to see someone in the administration building. Handles such other routine requests as is necessary at the front desk. Follows generally standardized operating policies and procedures. On occasion may need to interpret policies and procedures.

Knowledge, Skills And Abilities

• Knowledge of basic hardware and software functions and networking preferred.
• Communication Skills (oral, written, or business): Basic communication skills to exchange information, give/receive simple instructions and respond to inquiries; includes filling out forms.
• Knowledge of grammatical structure, vocabulary for preparing correspondence from rough draft or proofing of completed material. Communicates on the phone in clear, grammatically correct English. May train and direct parents, students, and volunteers. May compose correspondence when needed for Principals.
• Data Recording/Record Keeping: Performs data recording/record keeping operations determining what changes need to be made to existing records, including computerized records.
• Mathematical Skills: Performs routine computations requiring a knowledge of addition, subtraction, multiplication and division using whole numbers, fractions, decimals and/or percentages.
• Reading and Interpreting: Reads and interprets routine written or printed materials such as charts, diagrams, maps or instruction material.
• Business Machines (like computers, copiers, etc.): Uses and maintains business machines that can be easily learned from simple manuals or simple verbal instructions. Such machines include but are not limited to photocopiers, microfiche readers, CRT/computers, calculators and multi-line telephone consoles. In addition, uses more complicated software programs consisting of word processing, spreadsheets and mainframe applications.
• Office Filing and Retrieving: Responsible for establishing and/or maintaining an existing filing system.
• Spelling Skills: Spells correctly and proofreads work of others concerning spelling and grammatical structure.
• Typing Skills: Typing at 50 WPM at 90% accuracy required.
• Contact with Others: Has regular contact by telephone or in-person with the public to determine actual information needed. Expected to try and resolve parental complaints but if not able to do so, will refer the caller to the principal.
  
  

Essential Job Functions (Performance Responsibilities)

• Properly greets visitors, determines their needs and directs them to the proper office. Offers coffee and/or reading material to those waiting to see someone in the office.
• Handles all telephone communication that comes into the building and directs calls to the proper parties. Must be able to know how to direct calls and answer routine information.
• Maintains an attractive and comfortable reception area that includes a reading table stocked with periodicals of general interest.
• Reports immediately the presence in the building of any visitor who bypasses the reception desk or any suspicious activity or unusual behavior on the part of visitors.
• Receives, sorts and delivers all Central Office mail to appropriate departmental areas.
• Receives all outgoing Central Office mail daily, meters postage on authorized mail and sorts all mail into zip code order.
• Prepares parcels for mailing or shipping. Receives and distributes shipments from teachers and delivery services.
• Keeps an accurate accounting for all postage spend per site and department.
• Performs other duties as assigned.
  
  

Contact with Others: An incumbent in this position has regular to constant contact by telephone or in-person with the public to determine actual information needed. The incumbent is expected to know about the operations in the entire district to handle routine inquiries and/or properly direct calls. Must be able to deal with the public with tact and diplomacy since this is a critical first impression position.

Other Performance Measures

• Successful performance of the job requires good customer service/people skills to elicit information, resolve problems and provide information as requested.
• Requires following safety guidelines and policies to reduce personal accident or injury, inclusive of the District Exposure Control Plan for Bloodborne Pathogens.
• Requires following school dress standards, proper attendance or leave policies, and other work-habits concerns.
• Creativity, initiative, and effective problem solving are important to the success of the position.
  
  

Supervision exercised: None.

Complies with the District's Mission Statement in which students are to be provided with skills, knowledge and attitudes to become lifelong learners, complex thinkers, and responsible citizens in an ever-changing global society.

Physical/Mental Requirements And Working Conditions

• Employee must have the dexterity to operate keyboards, computers, copy machines, and other office/instructional machines.
• Must be able to communicate with staff, students, and parents.
• Able to communicate on the telephone.
• Must be able to follow health and safety guidelines.
  
  

Terms of Employment: Salary and benefits shall be paid consistent with the District’s approved compensation plan. Length of the work year and hours of employment shall be those established by the District. (remaining days of 260-day contract)

Evaluation: Performance of this job will be evaluated in accordance with provisions of the Shawnee Board Policy on evaluation of personnel.

FLSA Status: Exempt

Revised: October 20, 2025