Administrative Assistant - Receptionist

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Administrative Assistant – Receptionist

Business Manager

Central Office

Credentials: None

Education: High school diploma and specialized training in computers and business applications preferred.

Training or Experience

Required:

1-2 years of clerical experience handling switchboard/receptionist work. Must be able to input data while handling reception/switchboard activities.

Performs skilled level switchboard/receptionist/clerical duties under limited supervision to assist those individuals who are calling or coming to see someone in the administration building. Handles such other routine requests as is necessary at the front desk. Follows generally standardized operating policies and procedures. On occasion may need to interpret policies and procedures.

• Knowledge of basic hardware and software functions and networking preferred.
• Communication skills (oral, written, or business):
  Basic communication skills to exchange information, give/receive simple instructions and respond to inquiries; includes filling out forms.
• Knowledge of grammatical structure, vocabulary for preparing correspondence from rough draft or proofing of completed material. Communicates on the phone in clear, grammatically correct English. May train and direct parents, students, and volunteers. May compose correspondence when needed for principals.
• Data recording/record keeping:
  Performs data recording/record keeping operations determining what changes need to be made to existing records, including computerized records.
• Mathematical skills:
  Performs routine computations requiring a knowledge of addition, subtraction, multiplication and division using whole numbers, fractions, decimals and/or percentages.
• Reading and interpreting:
  Reads and interprets routine written or printed materials such as charts, diagrams, maps or instruction material.
• Business machines (like computers, copiers, etc.):
  Uses and maintains business machines that can be easily learned from simple manuals or simple verbal instructions. Such machines include but are not limited to photocopiers, microfiche readers, CRT/computers, calculators and multi‑line telephone consoles. In addition, uses more complicated software programs consisting of word processing, spreadsheets and mainframe applications.
• Office filing and retrieving:
  Responsible for establishing and/or maintaining an existing filing system.
• Spelling skills:
  Spells correctly and proofreads work of others concerning spelling and grammatical structure.
• Typing skills:
  Typing at 50 WPM at 90 % accuracy required.
• Contact with others:
  Has regular contact by telephone or in‑person with the public to determine actual information needed. Expected to try and resolve parental complaints but if not able to do so, will refer the caller to the principal.

• Properly greets visitors, determines their needs and directs them to the proper office. Offers coffee and/or reading material to those waiting to see someone in the office.
• Handles all telephone communication that comes into the building and directs calls to the proper parties. Must be able to know how to direct calls and answer routine information.
• Maintains an attractive and comfortable reception area that includes a reading table stocked with periodicals of general interest.
• Reports immediately the presence in the building of any visitor who bypasses the reception desk or any suspicious activity or unusual behavior on the part of visitors.
• Receives, sorts and delivers all Central Office mail to appropriate departmental areas.
• Receives all outgoing Central Office mail daily, meters postage on authorized mail and sorts all mail into zip code order.
• Prepares parcels for mailing or shipping. Receives and distributes shipments from teachers and delivery services.
• Keeps an accurate accounting for all postage spend per site and department.
• Performs other duties as assigned.

• Successful performance of the job requires good customer…