Front Desk Secretary

JOB DESCRIPTION

WINNEBAGO PUBLIC SCHOOL

FRONT DESK SECRETARY

The job of Front Desk Receptionist /Secretary was established for the purpose/s of greeting and directing visitors, responding to inquiries from staff, the public, parents, students, etc. by providing requested information and/or referral to other parties; and, when time permits, providing general clerical support.

Essential Functions

• Professionally greets individuals entering the building (e.g. visitors, parents, students, vendors, etc.) for the purpose of responding to inquiries; and/or directing individuals to appropriate location in accordance with established building security procedures. This includes visitors logging in and out of the building and logging students in and logging them out to the authorized person. This includes not allowing children to be checked out when there is a person who isn’t authorized to see them through court order.

• Maintain and enter student attendance records into GoEdustar and/or send to necessary person(s).

• Professionally answers telephone system for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages.

• Utilize paging and radios to contact administration and custodial staff as required follow the school standards for communication.

• Track all administration radio calls in a spreadsheet.

• Access GoEdustar to locate students, parents and to utilize their emergency contacts as required.

• Maintain employee mailroom and mailboxes.

• Directs distribution (e.g. special delivery and overnight mail/packages, messages, application packets, sports schedules and academic events, etc.) for the purpose of ensuring receipt to addressee and/or providing material/s for the purpose of providing resource information to anyone who requests it. Makes copies of packing slips and other documentation to facilitate documenting receipt of item(s) and payment of invoices received.

• Determines where mail should be distributed when an employee leaves and contacts those who are mailing items to that the person who is no longer with us give them the new person to send it to or to instruct them to stop sending their mail here if no one is directed to receive it.

• Sealing, stamping and delivery of Mail to the post office, including certified mail (either not required or required signatures) daily.

• Receiving and sending packages with Fedex, UPS, other services, or any other deliveries that come through the main entrance or are referred to the main entrances. Deliveries are to be distributed within 24 hours or sooner whenever possible.

• Manage the mailing and postage equipment. Replenishing postage when the postage machine runs out and the maintenance of the postage machine.

• Interacts with the local Postmaster to ensure that we are aware of and following all postal rules.

• Copying for teachers and administration is a priority and whenever possible should be delivered within 24 hrs or sooner. Responsible for Leased Copy machines supplies, maintenance and reports of usage required by the school and/or vendor as needed. Tracking the usage of teachers and other staff through individual codes.

• Manages and distributes printer cartridges for teachers/staff as required.

• Performs general clerical functions (e.g. scheduling, copying, scanning, faxing, data entry, filing, etc.) for the purpose of supporting finance office operations and other school operations.

• Performs other related duties as assigned for the purpose of ensuring the safe, efficient and effective functioning of the work unit as required.

Skills, Knowledge and Abilities

CONFIDENTIALITY must be maintained under all circumstances in accordance to the schools confidentiality policy which supports federal and state guidelines.

ATTENDANCE is a priority and must be exceptional. Must do what is required to prepare for the day, ahead of the standard arrival of students and as the primary person who greets those entering the building every day. Responsible to coordinate with defined back-up person if unable to be at work within the expected time and/or leaving early or missing a day. Sometimes longer days are necessary and you will be notified when that is required.

INTERACTION with visitors requires writing late slips, telling people they may not proceed into the school or classrooms without an appropriate escort. May at times have to handle upset adults and students because of situations and do it in a professional and helpful manner. May be required to contact fire/police and other outside services to respond to an emergency situation and do it in a calm and helpful manner. Must communicate with all visitors, students, teachers etc., with courtesy, tact and diplomacy.

SKILLS are required to perform multiple, non-technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: preparing and maintaining accurate records; operating standard office equipment; moderate problem solving with office equipment; functional knowledge of computers and utilizing pertinent software application (Microsoft word, Microsoft excel). Expected to upgrade skills in phones & GoEdustar and other school related software as required.

KNOWLEDGE is required is required of district policy, procedures, local, federal and state laws applicable to perform of the school reception functions including basic math, including calculations using fractions, percent’s, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; English grammar/punctuation/spelling/vocabulary; and office practices.

FLEXIBILITY is required to work with others in a wide variety of circumstances; work with data utilizing specific, defined processes; and operate equipment using defined methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to identify issues and create action plans; adapting to changing priorities; working with frequent interruptions; communicating with diverse groups; and displaying tact and courtesy.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; coordinating others; representing the school in a professional, friendly and helpful manner. Working with others within the organization (teachers, administration, etc.) to accomplish defined goals in a timely manner is required. Other duties as assigned by supervisor.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching; and significant fine finger dexterity. Generally the job requires 60% sitting, 20% walking, and 20% standing. This job is performed in a generally clean and healthy environment. Limit access to the reception area to those who are required to be in the area. Take lunch break or brief breaks to away from the reception area making sure someone can easily enter and leave the reception area.

EXPERIENCE - Job related experience may be required.

EDUCATION - High School diploma or equivalent.

EQUIVALENCY - None Specified

REQIRED TESTING – Drug Testing is required

Certificates & Licenses – Non specified

Continuing Educ. / Training – As required

Clearances – Full background (state, federal, Dept of Health and Human Services and others as required)

FLSA STATUS – Non Exempt

It is the policy of Winnebago Public Schools to provide equal employment opportunities to all applicants and employees without regard to any legal protected status such as race, color, religion, gender, national origin, age, disability or veteran status.

Job Type: Full-time

Pay: From $15.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Phone etiquette: 1 year (Required)
• Front desk: 1 year (Required)
• Administrative experience: 1 year (Required)

Work Location: In person

Salary : $15