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Human Resources - WCS Job Descriptions » Office Support I - Second School Administrative Assistant/Receptionist

Office Support I - Second School Administrative Assistant/Receptionist

NATURE OF WORK

An employee in this class performs routine receptionist, clerical, and general office assistance duties that are limited in variety and scope.  Work typically involves receiving and directing visitors, answering the telephone, directing calls, and responding to basic requests for information.  Employee is responsible for performing routine clerical tasks in the processing of forms and records requiring the limited application of office procedures and departmental rules and regulations within established guidelines.  Detailed instructions are given and most tasks are routine and repetitive in nature.  Employee is also responsible for data manipulation through various computer-driven word processing, spreadsheet and file maintenance programs.

 

DUTIES AND RESPONSIBILITIES

Attends the public at a counter or serves as a receptionist giving information regarding departmental operations and answering questions on programs, procedures, and regulations; handles telephone inquiries and correspondence of a non-technical nature; answers incoming telephone calls and routes them to the proper person or department; answers questions regarding the most routine matters; performs routine clerical and typing duties as time permits.

Operates the intercom and provides information through the school’s public address system.

Supervises students who are waiting to see administrative staff for disciplinary or other reasons; contacts parents of disciplined students; contacts parents of sick/hurt students.

Schedules tours and facility usage.

Processes, sorts, checks for accuracy, and files documents in accordance with established systems; distributes intra-system and general delivery mail; maintains routine office records relating to student records, instructional materials, etc.

Keyboards materials from exact copy with proficiency.

Sets up and maintains files for a limited number of subjects.

Makes simple arithmetic calculations manually or by use of a calculating machine according to established methods.

Operates copying machines, adding machines, personal computers, and other office equipment.

Notifies employees of mail, information, visitors, or materials waiting at a central location.

Performs other related work as required.

 

MINIMUM TRAINING

Graduation from high school with some clerical experience preferred; or an equivalent combination of experience and training.

 

ESSENTIAL JOB FUNCTIONS

Must be able to use a variety of automated office equipment such as computers, copiers, typewriters, calculators, etc.  Must be able to exert a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

Requires ability to speak and/or signal people to convey or exchange information.

Requires the ability to read a variety of correspondence, reports, handbooks, forms, lists, etc.

Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions.  Must be able to communicate effectively and efficiently in standard English.

Requires the ability to handle a variety of office machines, etc.

 

KNOWLEDGE, SKILLS AND ABILITIES

General knowledge of the operations of the department.

General knowledge of the principles of organization and administration.

General knowledge of elementary arithmetic.

General knowledge of correct spelling, grammar, and vocabulary usage.

Some knowledge of basic computer operation.

Ability to transcribe information and to prepare standardized forms, letters and reports from that information.

Ability to operate multi-line phone system.

Ability to compile simple information.

Ability to operate common office machines.

Ability to sort and distribute documents.

Ability to maintain accurate records and to develop simple reports from those records.

Ability to understand and follow oral and written instructions.

Ability to type accurately at a moderate rate of speed.

Ability to establish and maintain effective working relationships as necessitated by work assignments.

 

REPORTS TO:      Principal

FSLA STATUS:    Non-Exempt

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees in this job.