Administrative Assistant, Grade 5, Front Desk Reception

JOB RESPONSIBILITIES:

• Perform clerical duties under the supervision of the Chief Operating Officer.
• Greet all incoming visitors, assist visitors as needed, answer telephone calls for multiple lines and transfer calls to appropriate departments.
• Assist Chief Operating Officer and Personnel staff as needed (check voicemail messages, filing, etc); receive package deliveries and notify recipients.
• Stamp all outgoing mail at postage machine on a daily bases and as needed.
• Distribute all incoming mail daily.
• Notify vendor when there are problems with postage machine.
• Maintain upkeep of postage machine (refill inks, postage, tape, etc) and notify Accounts Payable when supplies are needed for postage machine.
• Sort and deliver packages to employees.
• Maintain paperwork files for use of facilities for all schools (permits and billing).
• Approve or deny permits and invoices for use of facilities for 20 schools (gymnasium, auditorium, cafeteria, music room, classroom, etc).
• Make changes on permits for cancellations, additional dates, fees, etc.
• Update spreadsheet for use of facilities payments.
• Send late payment notices to past due facility users.
• Apply for refunds for over payments.
• Notify facility user of any complaints from school personnel, (i.e. school damage, wedging doors open, etc).
• Handle complaints from Facility Users (not able to get into building, etc).
• Notify facility user if request for waiver of fees has been accepted or denied.
• Prepare turn-in form for facilities billing payments received and send checks weekly to Treasurer Office.
• Communicate with school principals and custodians regarding use of facilities.
• Maintain accurate updated Employee and School Directory and distribute .
• Update and maintain fingerprint files for Human Resource Department and add fingerprint data to spreadsheet.
• Retrieve fingerprint file for Personnel Department when requested.
• Perform other administrative assistant duties as needed at discretion of Chief Operating Officer.

Qualifications:

Excellent oral and written communication skills required. Knowledge of payroll policies and procedures, general office operations needed. Secretarial, record keeping and computer skills required. Experience with Excel, Word, Access and Munis preferred. Must be able to handle multiple tasks with an attention to detail and accuracy.