District Office Secretary​/Communication Specialist

Position: District Office Secretary / Communication Specialist
Location: Yamhill

Position Type:
Secretarial/Clerical/Receptionist

Date Posted:
5/28/2026

Location:
Yamhill Carlton School District Office

Date Available:
07/29/2026
District Office Secretary / Communication Specialist

Purpose:
Under the direction of the Superintendent, serves as receptionist at the district office, greeting and assisting visitors to the office; receives, sorts, distributes, and processes incoming, outgoing and internal mail and correspondence; performs a variety of routine clerical support duties as assigned.

Essential Duties and Responsibilities include the following:

• Operate standard office equipment, ie: computers, fax, copiers, telephones, and have proficiency with related software (excel, word, PowerPoint, publisher, etc. )
• Operate phone system, directing calls to appropriate personnel using professional phone etiquette.
• Take and relay messages as appropriate; provide general information to callers as needed.
• Greet and assist visitors
• Screen and direct visitors to appropriate district offices, school sites, and personnel.
• Ensure that visitors sign in on the appropriate registry sheet.
• Receive, sort, distribute, and process incoming, outgoing, and internal mail and correspondence.
• Perform a variety of routine clerical duties including making appointments, word processing, checking, proofreading, recording confidential information on records, filing, preparing, assembling and distributing materials.
• Ensure that the receptionist area and phones are covered during working hours.
• Maintain telephone personnel directory.
• Accurately document and/or update information in written or electronic form to maintain complete records.
• Post data in spreadsheets, update employee information, log calls or work performed.
• File/ Organize & maintain files
• Perform other related duties as assigned.

General Performance Requirements:

• Perform duties in a courteous and efficient manner that builds the confidence of staff, students, and the public in the Yamhill Carlton School District and enhances learning.
• Observe laws, district policies and procedures, and professional standards for the position.
• Establish and maintain effective working relationships with school personnel, parents, students and the public; work collaboratively as a team member.
• Carry out work responsibilities with strong organizational skills effectively under pressure of deadlines, difficult situations, interruptions and new or emergency conditions.
• Respect confidential information and the privacy of students, staff and parents by maintaining a high level of confidentiality both in and out of the school setting.
• Develop job skills necessary to meet changes in the position.
• Maintain personal appearance and hygiene appropriate to the position as defined by the district.
• Meet applicable district physical ability/health and safety guidelines for the position.

Qualifications:

• Ability to answer telephones and greet the public courteously.
• Ability to perform general clerical duties including word processing, filing, and duplicating materials.
• Ability to receive, sort, and distribute mail.
• Ability to use basic math to maintain records.
• Ability to maintain simple records.
• Ability to perform simple and repetitive tasks.
• Ability to send and receive emails and research information through the Internet.
• Operate a computer and use related software.
• Work effectively in a demanding environment.
• Understand and work within the scope of authority.
• Respond to changing rules and regulations.
• Demonstrate time management.
• Ability to use correct spelling, grammar and punctuation.
• Ability to communicate effectively both orally and in writing.
• Ability to communicate a positive public relations image for the office.
• Ability to establish and maintain cooperative and effective working relationships with others.
• Understand, be sensitive to and respect the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disabilities and sexual orientation of students, the public, administrators and staff.
• Ability to maintain consistent, punctual and regular attendance.
• Ability to develop and maintain effective interpersonal relations using tact, patience and courtesy
• Ability to use Microsoft Office Suite proficiently.
  • Master new computer based office software as required.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to talk and hear. The employee is regularly required to stand and use hands to finger, handle, or feel objects, tools, or controls.
• The employee is required to frequently walk (occasionally on an uneven surface), occasionally sit and reach with hands and arms (frequently reaching above the shoulder), stoop, kneel, crouch or crawl. Specific vision abilities required by this job include close vision,…