Secretary Receptionist 1 Year Only

JOB TITLE: Secretary/Receptionist

FLSA STATUS: Non-Exempt

UPDATED: FY 2014

POSITION OBJECTIVES: To operate a central switchboard; to greet and provide information to callers and visitors; to perform a variety of basic secretarial and clerical tasks such as typing filing and the like for a department/program or group of assigned faculty or staff members.

ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned.

• Operate the central switchboard connecting callers to proper extension.
• Greet people coming into the office and route to appropriate office or staff member.
• Give callers and visitors directions to various locations as well as directions to the school from various locations screen calls make appointments answer routine questions distribute standard information and set up meetings.
• Take and dispatch messages as needed.
• Answer a variety of basic questions about procedures schedules events and the like.
• Distribute and collect forms and other materials.
• Place outgoing calls and log for billing purposes if required.
• Keep in-house directories and related information updated.
• Report any relevant problems to senior staff members and follow-up as needed.
• Perform and/or back-up and assist senior staff members with various specialized clerical/technical tasks such as compiling data for reports computer data entry and routine report production sorting/coding forms scheduling tasks and the like.
• Type a variety of written materials (correspondence exams reports minutes forms records brochures etc.) from handwritten taped or typed copy using computer word processing equipment.
• Assist office staff with a variety of general clerical tasks such as:
• typing memos reports forms and the like
• sorting and distributing incoming and outgoing mail
• bulk mailings including collating stapling labeling
• basic filing tasks
• basic record keeping tasks such as maintaining daily logs records files and /or resource materials
• routine bookkeeping tasks
• photocopying collating and distributing various written materials

• Perform related tasks as assigned.

SUPERVISION RECEIVED: Direct to moderate supervision is received from an office manager or other senior staff member or faculty member. Evaluated by the building principal.

SUPERVISORY RESPONSIBILITIES: No supervision responsibilities.

QUALIFICATIONS: To perform this job successfully an individual must be able to perform each essential duty satisfactorily in addition to the following:

• Associates degree in a secretarial curriculum or high school plus two years of relevant secretarial/clerical experience or a combination of education and experience from which comparable knowledge and skills are acquired.
• Some relevant switchboard/telephone reception experience. Ability to speak clearly to and deal courteously and efficiently with callers visitors students faculty and staff. Good memory for names and numbers; ability to give directions.
• Basic clerical skills including good basic typing filing reading spelling and math skills. Some word-processing experience/training desirable. Familiarity with standard office machines.
• Ability to deal with students faculty staff parents and/or others in a courteous and efficient manner.

PHYSICAL EFFORT AND STRESS: Physical ability to perform the essential functions of the job as outlined above in addition to the following:

While performing the duties of this job the employee is frequently required to stand; walk; sit; use hands talk and hear. The employee is occasionally required to reach with hands and arms. Specific vision abilities required by this job include close vision distance vision color vision peripheral vision depth perception and ability to adjust focus. Ability to effectively handle stressful situations and resolve conflicts.

WORKING CONDITIONS: The noise level in the work environment is usually moderate.

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This general outline illustrates the type of work which characterizes the Job Classification. It is not an all-encompassing statement of the specific duties responsibilities and qualifications of individual positions assigned to the classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Experience:

Junior IC