Job Description

Definition

Under direct supervision performs routine receptionist, clerical and general office assistance. Work typically involves receiving and directing visitors, answering the telephone, directing calls and responding to basic requests for information. Employee is responsible for performing routine clerical tasks in the processing of forms and records. Detailed instructions are given and most tasks are routine and repetitive in nature. Employee is also responsible for data manipulation through various computer-driven word processing, spreadsheet and file maintenance programs.

Duties and Responsibilities

• Attends to the public at a counter or serves as a receptionist giving information regarding departmental operations and answering questions on programs, procedures, and regulations.
• Handles telephone inquiries and correspondence.
• Answers incoming telephone calls and routes them to the proper person or department.
• Transcribe calls and voicemail messages for Student Assignment Office staff.
• Answers questions regarding the most routine matters.
• Assist in verifying student enrollment documentation for enrollment applications.
• Process and fill requests for official school records in compliance with privacy laws.
• Review information on current and former students using the student information system and archived records imaging software.
• Processes, sorts, checks for accuracy, and files documents in accordance with established systems.
• Distributes intra-system and general delivery mail.
• Sets up and maintains files for a limited number of subjects.
• Transcribes information onto forms, processes letters, memoranda, reports, tabulations, statements, various card records, and other materials from rough draft or detailed instructions.
• Operates copying machines, adding machines, personal computers, and other office equipment.
• Notifies employees of mail, information, visitors, or materials waiting at a central location.
• Performs a variety of minor clerical tasks in relieving supervisor of office details.
• Other clerical duties as assigned.

Additional Clerical Job Functions

• Greets visitors, parents, staff, students, volunteers, etc. and directs them to their intended destination.
• Performs related work as required.

Knowledge, Skills and Abilities

• General knowledge of the operations of the replace with office.
• General knowledge of the principles of organization and administration.
• General knowledge of elementary arithmetic.
• General knowledge of correct spelling, grammar and vocabulary usage.
• Some knowledge of basic computer operation
• Ability to transcribe information and to prepare standardized forms, letters and reports from that information.
• Ability to operate multi-line phone system.
• Ability to compile simple information.
• Ability to operate common office machines.
• Ability to sort and distribute documents.
• Ability to maintain accurate records and to develop simple reports from those records.
• Ability to understand and follow oral and written instructions.
• Ability to type accurately at a moderate rate of speed.
• Ability to establish and maintain effective working relationships as necessitated by work assignments.

Physical Requirements

• Must be able to physically perform the basic life operational functions of stooping, crouching, reaching, standing, walking, fingering, grasping, talking, hearing, and repetitive motions.
• Must be able to perform sedentary work exerting up to 20 pounds of force occasionally and/or a negligible amount of force frequently up to 10 pounds or constantly to lift, carry, push, pull, or otherwise move objects.
• Must possess the visual acuity to prepare forms and records and use fingers to operate a computer terminal and other office equipment.
• Must be physically able to operate a variety of office machines.

Minimum Training and Experience

• Minimum high school graduate or equivalent.
• Minimum of two years post-secondary business/office education preferred.
• Computer skills required (demonstration may be required if interviewed).

Classification: Non-exempt

This Position Reports Directly to: Principal/Administrator

Salary: Entry Level Grade 55, Step 00

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.

If offered a position, prospective employee must pass a required health exam, criminal records check, and drug test.

Revised 6/25/2013, 4/17/2012, 07/2024 SBradley