Shamrock Station Administrative Assistant

Shamrock Station Administrative Assistant

The Shamrock Station Administrative Assistant provides year-round front office, building access, safety, administrative, and operational support for Shamrock Station. Serving as the primary point of entry to the building, this position monitors the main entrance, greets and verifies visitors, manages visitor check-in through Safe Visitor, and follows district procedures for building access, security, confidentiality, and emergency response. The Administrative Assistant maintains awareness of daily building activities and promptly communicates safety, security, visitor, or facility concerns to appropriate personnel.

In addition, the position provides general front-office support, assists visitors and callers, supports Shamrock Station programs and staff, communications, catering and events, and helps maintain a safe, welcoming, organized, and professional environment.

Position Title:

Shamrock Station Administrative Assistant

Classification:
Secretarial/Clerical

Reports To:

Shamrock Station Building & Events Coordinator;
Westfield High School Building Principal

Contract:

247 days, 7.5 hours/day, aligning with building hours

Schedule:

Year-round, including summer office hours

Additional

Hours:

Opportunities for approved additional hours associated with evening/weekend events, catering functions, and special programming.

Serve as the primary point of contact in the front office and monitor the main building entrance for students, staff, families, clients, vendors, community partners, and visitors to Shamrock Station. Greet, identify, and check in visitors using Safe Visitor and established district visitor-access and security procedures before providing building access. Maintain awareness of individuals entering and exiting the building and promptly report unauthorized visitors, suspicious activity, safety concerns, emergencies, or unusual circumstances according to district procedures.

Follow district and building procedures related to building security, visitor management, emergency response, student safety, and confidentiality and assist with safety communications and emergency procedures as directed. Maintain awareness of scheduled programs, meetings, events, and activities to appropriately identify, assist, and direct building visitors. Answer the main building telephone, provide general information, take messages, and direct inquiries to the appropriate staff member or program.

Receive, sort, and distribute mail, packages, supplies, and vendor deliveries while following established building-access procedures. Maintain organized front-office records, forms, contact information, and building resources. Provide administrative, logistical, communications, and customer-service support for Rocks Shop, Foodies Rock Catering and Events, Shamrock Connections, and Rocks Media House. Communicate facility, visitor, delivery, scheduling, safety, or operational concerns to the Building & Events Coordinator.

Support routine building needs that contribute to a safe, secure, organized, welcoming, and professional environment.

Support Shamrock Station communications and social media by sharing approved information regarding building programs, student activities, events, accomplishments, and community partnerships. Create and schedule approved social media content and assist with building announcements, digital communications, and informational signage in accordance with district communication, branding, and confidentiality guidelines.

Serve as the initial point of contact for catering, event, meeting, and facility-use inquiries. Respond to initial phone…