Administrative Assistant - Central Office - Espanola Public Schools

General Function:

The job of secretary/receptionist was established for the purpose of screening calls, 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 to any central office department in need of assistance. Additionally, the secretary/receptionist is responsible, for mail pick-up, delivery, daily distribution of mail to departments and schools, as well as sending of registered and certified mail.

Preferred:

Two years post high school training (college, university, and business school); or (3) years of related experience or equivalent combination of directly related education and experience. Be bilingual – Spanish/English.

Knowledge/Skills and Abilities:

Skills to perform multiple, non-technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skills-based competencies required to satisfactorily perform the functions of the job include: preparing and maintaining accurate records, operating standard office equipment, and utilizing pertinent software applications.

Knowledge to perform basic math, including calculations using fractions, percent, and/or ratios, read a variety of manuals, write documents following prescribed formats and/or present information to others, and analyze situations to define issues and draw conclusions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job to include: telephone etiquette; English grammar/punctuation; spelling and vocabulary; office equipment, software; and office practices.

Ability to schedule activities, meetings, and/or events; often gather, collate, and/or classify data; and use basic job-related equipment. Flexibility to work with others in a wide variety of circumstances. Ability to work with a specific diversity of individuals and/or groups.Problem-solving is required to identify issues and create action plans. Specific ability-based competencies required to satisfactorily perform the functions of the job include: maintaining confidentiality; adapting to changing priorities; working with frequent interruptions; communicating with diverse groups; and displaying tact and courtesy.

Resources Used in Performing Job Include(but are not limited to):

Standard office equipment, including computers, copiers, fax, phone system, alarm systems.

Physical/Cognitive Requirements:

Walking, standing. Alternate high energy with long periods of time sitting in meetings. Travel to community/district meetings and events. Lifting boxes or equipment as needed.

Environmental Conditions:

Heavy telephone and interaction with parents, district staff and community. Standard office environment. Frequent interruptions.

Essential Job Functions:

All functions are performed in accordance with established policies, procedures, safety and environmental regulations, facility and computer security policies and procedures. Functions are subject to change from time to time to meet the needs of the District. Current essential functions include but are not limited to the following:

1. Answers telephone system for the purpose of screening calls, transferring calls, responding to general inquiries, and/or taking messages.
2. Distributes items within the site (e.g. special delivery and overnight packages; messages; application packets; Home School applications, etc.)
3. Greets individuals entering the building (e.g. visitors, parents, students, vendors, etc.) for the purpose of providing reference information and guidance to appropriate office(s).
4. Updates and maintains building information (e.g. use of schedules, staff directories; emergency contacts; assigned cell phone numbers, etc.) for the purpose of providing reference information.
5. Maintains reception area materials (e.g. job applications, district publications, calendars, event flyers, athletic and extra-curricular calendars and schedules, etc.) for the purpose of providing resource information to visitors and staff.
6. Performs general secretarial and clerical functions (e.g. scheduling, copying, faxing, data entry, filing, etc.) for the purpose of supporting central office operations.
7. Processes a variety of records for pick-up (e.g. student records, transcripts, tutor lists, guardianship information packets, etc.) for the purpose of conveying information within District guidelines and regulations.
8. Receives a variety of items (e.g. mail, special deliveries, packages, supplies, etc.) for the purpose of distributing materials to approved parties.
9. Performs other related duties as assigned by the Superintendent.

Personal Accountability:

1. Conducts oneself with honesty and integrity
2. Maintains confidentiality in all work related matters
3. Demonstrates reliability as evidenced by attendance records and punctuality.
4. Begins and completes work within the allotted time.
5. Consistently appears in attire appropriate to the work environment.