TEMPORARY/SUBSTITUTE Middle School Receptionist/Secretary– JobID: 633
+ Position Type:
Secretarial/Clerical/ Secretary
+ Date Posted:
10/17/2024
+ Location:
Boone Middle School
MIDDLE SCHOOL RECEPTIONIST/SECRETARY JOB DESCRIPTION
Title: MS Receptionist/Secretary
Status: Non-Exempt, Hourly
Reports To: Building Principal
Pay Schedule: Administrative Clerical
Prepared/Revised Date: 2024
Work Year: Temporary
SUMMARY:
Responsible for the smooth and efficient operation of the school administrative office. Ensure that all of the following duties are completed in a timely and competent manner, personally or by delegation.
EDUCATION AND RELATED WORK EXPERIENCE:
+ High school diploma or equivalent.
+ Experience in secretarial work, computer skills, and customer service/office management preferred.
TECHNICAL SKILLS, KNOWLEDGE, AND ABILITIES:
+ Oral and written communication skills and English language skills.
+ Interpersonal relations skills.
+ Personal computer, digital resources, and social media.
+ Strong customer service and public relations skills.
+ Critical thinking and problem solving skills.
+ Organizational skills.
+ Ability to maintain confidentiality in all aspects of the job.
+ Ability to manage multiple priorities.
+ Ability to manage multiple tasks with frequent interruptions.
+ Ability to diffuse and manage volatile and stressful situations.
+ Ability to interact and work effectively and cooperatively with people from diverse ethnic and educational backgrounds.
+ Ability to promote and follow building and departmental policies
+ Apply and follow all school district policies and state of Iowa laws.
MATERIALS AND EQUIPMENT OPERATING KNOWLEDGE:
+ Operating knowledge of and experience with personal computers.
+ Operating knowledge of and experience with Google (Mail, Calendar, Drive).
+ Operating knowledge of and experience with typical office equipment, such as telephones, copier, fax machine, email, etc.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Listed below are the essential tasks required for this job.
Job Tasks Descriptions
1. Assist office staff with greeting and welcoming staff, students, parents, community members, district staff and visitors to the school. Provide information, answer inquiries and assist visitors. Provide oral and written support and interpretation for parents, students, district personnel and community members as needed.
2. Provide administrative support to principal and administrators by assisting with managing and coordinating schedules, meetings, and events, composing and formatting correspondence, newsletters, handbooks, reports, other communication activities and website maintenance.
3. Provide administrative support to principal and administrators by assisting with managing and coordinating schedules, meetings, and events, composing.
4. Provide administrative support to principal and administrators by assisting with formatting correspondence, newsletters, handbooks, reports, other communication activities and social media maintenance.
5. Provide administrative support to principal and administrators by assisting with building security procedures including:
+ Monitor main entrance and use of the Raptor system.
+ Greet authorized personnel and/or visitors coming and going from the building.
+ Coordinates with principal on the use and security of the building year round.
+ Manage security codes, key and fob check in/check out, and issues.
+ Assist in the development, training and implementation of safety procedures including scheduling fire drills, emergency evacuations, and building lockdowns.
+ Support crisis procedures with the assistance of the district personnel in the absence of the school administrator.
6. Provide backup support in principal’s absence for students behavior concerns and discipline. At the direction of the principal, provides follow up support to students, parents, staff and district as needed.
7. Monitor the substitute management system to ensure the complete staffing of the school. Ensure confidentiality of all personnel data.
8. Manage office workflow including training, planning, assigning and directing of necessary activities. Assist with the scheduling of classified staff and building substitutes. Develop, update, communicate and implement office and workroom procedures and equipment.
9. Collects fees and/or funds from student events (e.g. field trips, uniforms, ticket sales, yearbooks, dances, fundraisers, student fee money, etc.) for the purpose of ensuring the accuracy and timely completion of transactions.
10. Maintains a variety of computerized and manual records, files, and department databases (e.g. information packets, rosters/listings, calendars, outstanding supply orders, etc.) for the purpose of documenting activities, providing reliable information and complying with district, state and federal requirements.
11. Maintains inventory of supplies and materials (e.g. forms, office supplies, etc.) for the purpose of ensuring items’ availability.
12. Orients new campus personnel regarding appropriate school and district practices (e.g. directions, building procedures, etc.) for the purpose of effectively assimilating new personnel into campus operations.
13. Oversees student workers for the purpose of developing their office skills and ensuring their understanding of established policies and procedures.
14. Processes a variety of fiscal information (e.g. incoming invoices, purchase orders/requisitions, refund requests, special payment requests, student fees, cash receipts, AR invoicing, statements, etc.) for the purpose of updating information, transmitting information and/or complying with district, state and federal requirements.
15. Assists other personnel for the purpose of supporting them in the completion of their work activities.
16. Supports principal and other administrative personnel for the purpose of assisting with their administrative functions.
17. Ensure that the office operates in an effective and safe manner at all times.
18. Perform other duties as assigned.
PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:
PHYSICAL ACTIVITIES
Amount of Time
None
Under 1/3
1/3 to 2/3
Over 2/3
Stand
.
X
..
Walk
.
X
..
Sit
…
X
Use hands to finger, handle or feel
…
X
PHYSICAL ACTIVITIES
Amount of Time
None
Under 1/3
1/3 to 2/3
Over 2/3
Reach with hands and arms
.
X
..
Climb or balance
X
…
Stoop, kneel, crouch, or crawl
.
X
..
Talk
…
X
Hear
…
X
Taste
X
…
Smell
X
…
WEIGHT AND FORCE DEMANDS
Amount of Time
None
Under 1/3
1/3 to 2/3
Over 2/3
Up to 10 pounds
.
X
..
Up to 25 pounds
.
X
..
Up to 50 pounds
.
X
..
Up to 100 pounds
X
…
More than 100 pounds
X
…
MENTAL FUNCTIONS
Amount of Time
None
Under 1/3
1/3 to 2/3
Over 2/3
Compare
.
X
..
Analyze
.
X
..
Communicate
…
X
Copy
..
X
.
Coordinate
..
X
.
Instruct
.
X
..
Compute
.
X
..
Synthesize
X
…
Evaluate
.
X
..
Use Interpersonal Skills
…
X
Compile
..
X
.
Negotiate
..
X
.
WORK ENVIRONMENT
Amount of Time
None
Under 1/3
1/3 to 2/3
Over 2/3
Wet or humid conditions (non-weather)
X
…
Work near moving mechanical parts
X
…
Work in high, precarious places
X
…
Fumes or airborne particles
X
…
Toxic or caustic chemicals
X
…
Outdoor weather conditions
.
X
..
Extreme cold (non-weather)
X
…
Extreme heat (non-weather)
X
…
Risk of electrical shock
X
…
Work with explosives
X
…
Risk of radiation
X
…
Vibration
X
…
VISION DEMANDS
REQUIRED TO PERFORM ESSENTIAL FUNCTIONS OF THE JOB
No special vision requirements
.
Close vision (clear vision at 20 inches or less)
X
Distance vision (clear vision at 20 feet or more)
X
Color vision (ability to identify and distinguish colors)
.
Peripheral vision
.
Depth perception
.
Ability to adjust focus
X
NOISE LEVEL
Level of noise typical in the work environment for this job
Very quiet
.
Quiet
.
Moderate
X
Loud
.
Very loud
.
Boone Community School District is an equal opportunity employer. If you have questions or a grievance, contact the BCSD Equity Coordinator Mrs. Jill Janes, jjanes@boone.k12.ia.us, at BCSD, 500 7th Street, Boone, Iowa 50036; (515) 432-0750.
