Administrative Assistant for Information and Public Relations

Work Schedule: 7:30 - 4:30 Monday through Thursday and 7:30 - 4:00 Friday (8 hours per day), 260 days per year.Front Desk Receptionist: Administrative Assistant for Information and Public Relations

Job Description Overview:

We are currently hiring for the position of Front Desk Receptionist who will report directly to the Director of Information and Public Relations. The ideal candidate for this role should be highly motivated and organized. As the Front Desk Receptionist, your primary responsibility will be to manage the front desk area and provide administrative support to various departments within the organization. You will also be working closely with the communications department to assist in planning and coordinating events.

Front Desk Responsibilities:

• Greet and welcome guests upon arrival to District Services Center and ensure they are properly directed to the appropriate staff member.
• Answer phone calls and respond to inquiries from families and employees in a timely and professional manner.
• Manage the reception area to ensure it is clean and presentable at all times.
• Schedule appointments for staff members and maintain the appointment calendar.
• Manage incoming and outgoing mail and deliveries.
• Maintain accurate and organized files and records.
• Assist with administrative tasks as needed, such as data entry and filing.
• Maintain contact information, staffing lists, e-mail lists and other personnel information within the department and update as needed.
• Support the Director of Information and Public Relations in organizing interviews for new job openings.
• Approve room requests under the Facility calendar.
• Handle all MCPASD apparel orders through BSN sports.
• Manage coverage for front desk back-ups.
• Primary back-up for registration office, including supporting families with registration packets.

Event Responsibilities

• Provide support to the communications department by assisting in planning and coordinating of events by handling tasks such as printing certificates, ordering supplies, arranging for food and beverages, and other tasks as needed.
• Assist in the creation of event materials such as invitations, signage, and programs.
• Collaborate with other departments to ensure successful execution of events.
• Events will include but not limited to Years of Service Recognition, Retirement Dinner, New Teacher Induction, Non-violent Crisis Intervention, Viterbo Classes and more.
• Emailing groups, as needed, to give them information on upcoming events.

Budget and Purchasing

• Process purchase orders, purchasing cards, mileage and timesheets for the Director and others in the communications department, as needed.

Maintenance of Data

• Develop and maintain spreadsheets or other systems of information management as needed.
• Utilize the student information and learning management systems to complete and generate reports as requested.

Communications and Interpretation, Translation

• Support the communications team by assisting with website content management across district and school sites, including updating pages, posting announcements, and ensuring consistency in branding and accessibility.
• Help develop and format professional presentations and slide decks, including PowerPoint and Google Slides, for internal and external use.
• Support Interpretation, Translation team with invoices, spreadsheets.
• Adhere to strict confidentiality of employee and student information.
• Prepare materials for interviews including scheduling, copying of employment information, interview questionnaires, rubrics and reference materials.
• Maintain organized records of evaluations, correspondence, and other information.

Training and Licensure:

Training and Licensure:The Administrative Assistant for Director of Information and Public Relations must have exceptional interpersonal, communication, and technological skills, including experience in the suite of Microsoft and Google tools. The ability to learn other technology solution tools for data management systems is required. While most duties are completed at the District Services Center, the ability to travel to other buildings may be needed. Thus, a valid WI Driver’s License is required. Candidates must have an associate’s degree or higher. Two years of successful clerical experience is preferred. Bilingual candidates are preferred.

Job Type: Full-time

Pay: From $23.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $23