Administrative Assistant​/Receptionist - FTE District Leadership Center

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Department of Human Resources

131

E. Washington St., Suite 1A

Appleton, WI 54911

P:  F:

JOB DESCRIPTION

Job Title:

Administrative Assistant / Receptionist

Classification/Contract Days:
Secretarial - Class II/12 Months

FLSA Status:
Non-Exempt

Relationships:
Direct Supervisor:
Chief Human Resources Officer/Director of Human Resources

The purpose of this position is to support a welcoming and professional work atmosphere for District

administrative office visitors. Duties include routine and complex administrative assistant work, such as,

managing the multi-line phone system, providing answers to questions or resources to callers and visitors,

scheduling conference rooms, compliance assistance, employment verifications, and record-keeping.

Responsibilities, Tasks & Duties:

● Perform duties, such as answering multi-line phone system, taking messages and referring calls

● Greet, welcome, and direct visitors as well as scheduling meetings and managing room reservation

calendars

● Provide excellent customer service by answering general questions or sharing information with callers

and visitors

● Answer multi-line calls, answer general District-related questions, refer calls to the appropriate

department or person

● Answer community, applicant, employee and administrator general and complex questions

● Initiate written and oral communications

● Respond to requests for materials and/or other information

● Type and/or transcribe and format correspondence, reports, documents, forms and other materials

from written and oral instructions

● Data entry of confidential information into the HRIS system and other tracking

● Process background checks, I-9 forms and direct deposits

● Verify loan forgiveness and license applications

● Organize and track records, such as pre-employment protocol and licensing

● Manage directory and organizational charts

● Compile and manage Accounts Receivable records

● Project work for various departments

● Performs other related responsibilities as assigned

Qualifications:

● Minimum of high school diploma or GED/HSED

● Skill in typing accurately at a sustained rate of 45 words per minute

● Ability to work cooperatively in a team-oriented, task-sharing environment and maintain positive

working relationships with co-workers, the public and staff

AASD APPROVED 8/8/23

● Strong oral and written communication skills, clear and courteous in commutations with public and

District personnel and be adept at handling inquiries

● Functional knowledge of business English, grammar, spelling and punctuation and office equipment

● Ability to maintain strict confidentiality regarding sensitive information such as personnel files, medical

information, staff performance and pay records

● Knowledge of office practices and District functions

● Proficiency with Microsoft office software such as Word, Excel, Outlook, and Power Point

● Organizational skills as applied to ongoing projects, filing, records organization, task coordination

● Detail-oriented, self-starter with the ability to organize and adjust to changing priorities and deadlines

Desired Skills/Knowledge:

● Proficient in Google Docs, and District software (i.e. Frontline, Skyward, etc.)

Essential Skills, Knowledge, and Abilities:

● Ability to communicate effectively with others and write routine reports, correspondence and other

materials related to assigned duties and responsibilities

● Must be able to develop and maintain positive working relationships and follow supervisory direction

● Ability to work with and safe keep confidential information or records

● Ability to manage multiple tasks in a timely and efficient manner

● Ability to communicate effectively, both verbally and in writing

● Ability to assure accurate reports/reporting; a keen commitment to detail

● Ability to independently research answers to questions

● The work is performed primarily in a fast paced office environment

● Must be able to report to work in person and onsite

Physical and Sensory Requirements:

The position may require to:

● Lift and/or carry books, paper or other office materials

● Prolonged sitting or…