Substitute - Clerical​/Front Desk Secretary

POSITION: SUBSTITUTE - CLERICAL / FRONT DESK SECRETARY

LOCATION:

Various Locations SALARY: $17.00 per hour

HOURS:

Varies based upon need POSITION LENGTH:
Temporary FLSA STATUS:
Non-Exempt IMMEDIATE SUPERVISOR:
Building Principals or Supervisors

JOB DESCRIPTION:

The Substitute Clerical/Front Office Secretary provides temporary clerical and administrative support to ensure the efficient operation of a school or department office during the absence of a regular staff member. The substitute serves as a welcoming and professional point of contact for students, families, staff, visitors, and community members while assisting with routine office operations, communications, recordkeeping, and student support.

Because assignments may vary by location, substitutes must be flexible and able to follow established school division and building procedures.

• High school diploma or equivalent required.
• Ability to communicate effectively and professionally with students, families, staff, and visitors.
• Strong organizational skills and attention to detail.
• Ability to follow oral and written instructions and established procedures.
• Basic computer skills, including the ability to use email, word processing, and web-based systems.
• Ability to operate standard office equipment, including telephones, copiers, printers, and scanners.
• Ability to manage multiple tasks and interruptions in a busy office environment.
• Ability to maintain confidentiality and appropriately handle sensitive student, employee, and school information.
• Dependable, punctual, and able to work independently with appropriate supervision.
• Previous clerical, administrative, customer service, or school-based experience preferred.

• Provides clerical and administrative support to the school or department office.
• Greets students, families, staff, visitors, and community members in a courteous and professional manner.
• Answers and directs telephone calls, takes messages, and responds to routine questions or directs individuals to the appropriate staff member.
• Assists with maintaining a safe and orderly front office by following established visitor management, student release, and building security procedures.
• Assists with student arrival, dismissal, early release, and other front office procedures as assigned.
• Receives and distributes mail, deliveries, forms, and other materials.
• Performs routine clerical duties such as filing, copying, scanning, data entry, preparing documents, and maintaining records.
• Assists with attendance, student records, or other school-based administrative functions as directed and when appropriately trained.
• Communicates routine information to staff, students, and families in accordance with established procedures.
• Maintains confidentiality of student, employee, and school information in accordance with applicable laws, policies, and procedures.
• Provides basic assistance to students who report to the front office and promptly refers health, safety, behavioral, or other concerns to the appropriate staff member.
• Follows emergency, safety, and security procedures established by MPCS and the assigned work location.
• Maintains an organized and professional office environment.
• Follows instructions and priorities provided by the principal, supervisor, or designated office staff.
• Performs other related duties as assigned.

The following duties are representative of the work performed. This list is not intended to be all-inclusive.

• Serve as the primary receptionist by greeting visitors and answering telephone calls in a professional and courteous manner.
• Provide written and verbal translation and interpretation services in English and Spanish for students, families, and staff.
• Schedule parent conferences and assist administrators and teachers by interpreting during meetings when needed.
• Maintain accurate student attendance records and related documentation.
• Process, maintain, and report confidential student information in accordance with division procedures and state regulations.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Prepare correspondence, reports, forms, and other documents for school administration.
• Provide administrative and clerical support to the principal and assistant principals.
• Assist with training and supervising student office assistants.
• Ensure substitute employees complete required daily sign-in and timekeeping procedures.
• Maintain office records, files, and…