Description | TITLE: District Receptionist/Secretary to the Executive Director of Business Services
CLASSIFICATION: Classified – Hourly
REPORTS TO: Business Services Executive Director
SUMMARY: The District Receptionist/Secretary to the Executive Director of Business Services will provide exceptional customer service to the public and district office, provide records requests to the general public and perform general secretarial and clerical duties requiring use of independent judgement and have knowledge of district policies, procedures, programs and organizational structure under light supervision or direction.
PERFORMANCE RESPONSIBILITIES:
- Serve as public relations liaison in answering District Office telephones, taking messages, returning telephone calls and receiving visitors.
- Provide friendly, customer-oriented and efficient receptionist services.
- Provide a positive district image for all visitors and personnel requesting information or services.
- Maintain and/or change the outgoing message for callers during holidays, breaks, etc.
- Post and update office hours on front entrance doors.
- Check on and respond to voice messages daily.
- Maintain reception area materials (e.g. newsletters, event calendars, etc.) for the purpose of supporting office operations.
- Distribute faxes to appropriate parties in a timely manner.
- Sort and distribute USPS and inter-office mail “daily” in a timely manner.
- Meter postage on authorized mail and deliver outgoing mail to USPS as needed. Maintain and safeguard postage meter.
- Provides updates to all switchboard coverage personnel as needed.
- Troubleshoots, coordinates services and supplies of office machinery (Xerox machine, fax, postage meter, recycling bins, etc.).
- Provides coverage of lunch breaks for the Student Information Systems Coordinator/Help Desk/Technology Department Secretary, and alternately.
- Serves as confidential secretary to the Executive Director of Business Services.
- Provides general clerical support including printing, copying, faxing, word processing from rough or final drafts, prepare and process department correspondence, gather and compile data, prepare reports and special projects.
- Serves as a vital staff communications and public relations link through electronic, personal and telephone contact, frequently serving as liaison with staff and public.
- Performs a variety of complex and specialized clerical work in support of business services department programs and functions.
- Compose and prepare letters, bulletins, memos, handbooks and forms for department use.
- Composes meeting minute summaries after attendance and from oral and written directions.
- Establish and maintain an effective filing system of correspondence, forms and reports for the Executive Director of Business Services.
- Access requested data and information using computer database systems, spreadsheets and/or other management information.
- Order supplies, materials, and equipment for the business services department, maintain records of purchases and follow-up on delinquent orders.
- Maintain district office equipment by ordering supplies and calling for repairs.
- Maintain the Director’s calendar in Outlook by maintain a schedule of appointments and make arrangements for conferences, workshops, and meetings; to include meeting agendas, sign-in sheets and handouts as needed for district related meetings.
- Inform all administrators via email when the Executive Director of Business Services is not “in office”.
- Screen phone calls, direct inquiries to the appropriate areas.
- Open, sort and distribute mail to the Executive Director of Business Services and department staff.
- Attend trainings as needed for professional development.
- Perform any and all job-related duties assigned by supervisor.
EDUCATION:
- High school diploma or equivalent required; Associates degree preferred.
LICENSES OR CERTIFICATIONS:
- A valid Fingerprint Clearance Card
EXPERIENCE:
- Three-years of related office experience with demonstrated ability for office practices, procedures and duties relevant to the District Receptionist.
SKILLS/KNOWLEDGE/ABILITIES:
- Ability to type 40 words per minute and to demonstrate high degree of proficiency and accuracy with 10-key calculator.
- Strong communication and interpersonal skills for meeting with the general public, administrators and other District personnel.
- Ability to use Microsoft Office applications.
- Ability to use standard office equipment including copy machine, printers and fax.
- Ability to work with a high degree of accuracy.
- Ability to use independent judgment in setting priorities and making decisions in absence of specific direction.
- Ability to use discretion in handling confidential information.
- High level of English proficiency for completing tasks, frequent telephone communication and preparation of written correspondence including skills in spelling, punctuation and grammar.
- Bilingual, English/Spanish preferred.
WORKING CONDITIONS:
- The working environment is the normal office setting.
TERMS OF EMPLOYMENT:
- Twelve-month year, At-Will, hourly; benefits in accordance with Board policies.
EVALUATION:
- Performance to be evaluated in accordance with Board policy on evaluation of classified staff.
ACKNOWLEDGEMENT:
RESD believes that every individual makes a significant contribution to our success. That contribution is not limited to assigned responsibilities. Therefore, this position description is designed to describe the general nature and level of work performed by person assigned to this classification. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of employees who hold this position. It is our expectation that every employee will offer his/her services wherever and whenever necessary to ensure the success of the District’s goals.
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