Administrative Assistant Receptionist - Iowa Staffing : Job Details

Administrative Assistant Receptionist

In the Fort Dodge Community School District, we are professional, high-performing team players focused on delivering the best possible learning experience for each one of our 3,700 students. We respect diversity, value integrity, reward competitively, celebrate success and support employee growth and development. We aim to attract, develop and retain the best people as part of our Dodger family.

Job Summary

Contribute to effective school/public relations by prompt and courteous handling of all inquiries and visitors, ensure effective flow of communication throughout the system, and demonstrate human relations skills that contribute to the overall climate of the staff.

Essential Functions

• Operates switchboard to relay incoming calls and assist callers
• Receives and distributes messages for staff members
• Maintains an attractive and comfortable reception area
• Receive and direct all students, parents, and guests to appropriate office/location
• Performs specific typing tasks as assigned by Central Office Manager and/or appropriate administrator
• Responsible for the organization and maintenance of Health and Safety files
• Provide information on the use of the photocopier (assist others needing copies)
• Assist with material distribution, internal and external
• Electronically orders office supplies/equipment and processes invoices for payment, arranges for servicing and maintenance of office equipment
• Administrative Assistant to the Director of Buildings & Grounds
• Clerical support for IT Department
• Cross-trained on Registrar job duties/responsibilities to serve as back up Registrar and to assist with registration in the summer
• Maintains employee lounge (i.e. maintenance of pop machine (filling) make coffee, and make sure machine is shut off at the end of the day)
• Reads, sorts and distributes incoming mail to the appropriate office

Administrative Assistant for Director of Buildings and Grounds Duties

• Assists with maintenance work orders
• Record keeping for training sessions
• Emergency systems- fire/tornado procedures (set and record drills)
• Card access controls- issuing key cards to employees and setting door and building alarm schedules
• Orders supplies/equipment for custodial/maintenance department
• Processes bills and invoices for payment
• Assist with record keeping and annual notifications for district asbestos

Additional Duties

• Ability to handle confidential work with tact and discretion; to maintain complex clerical records and prepare reports; and handle routine decisions in accordance with District policy
• Displays a high level of initiative, effort and commitment towards completing assignments efficiently
• Works with minimal supervision
• Screens incoming correspondence, telephone calls and personal visitors; answers questions when appropriate and refers other questions to the appropriate person for a response
• Responds appropriately to supervision. Follows policy and cooperates with supervisors
• Adheres to District Board policies and procedures, Employee Handbook, and Secretary/Clerical Worker Rules
• Fulfills other duties as assigned

Travel Requirements

Limited travel to and from meetings may be required.

Knowledge, Skills and Abilities

• Ability to describe problems and work orally or in writing to supervisor as required
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work
• Ability to carry out instructions furnished in written or oral form
• Ability to add subtract, multiply, and divide, and perform arithmetic operations
• Ability to understand, apply and use personal computers and software applications (e.g. Word, Excel, Powerpoint, Outlook, Internet, and electronic mail)
• Ability to problem solve job related issues
• Ability to work with a diverse group of individuals
• Ability to process paperwork accurately according to standardized procedures
• Ability to maintain confidentiality of information regarding students, employees, and others
• Organizational and time management skills
• Knowledge of office management procedures

Qualifications

• High School Graduate or equivalent
• Successful experience with office management is preferred

Physical Demands and Working Conditions

With or without reasonable accommodation:

• Works in standard office and school building environments
• Ability to work outdoors during outdoor student activities

Physical Requirements

• Mobility- Occasionally
• Bend- Occasionally
• Talk- Occasionally
• Hear- Occasionally
• Operate Computer- Occasionally
• Stationary Position- Occasionally
• Balance- Occasionally
• Lift Up to 15 pounds- Occasionally

Working Conditions

• District Office Hours- Occasionally
• Indoors- Occasionally
• Weekends/Off Schedule- Not

It is the policy of Fort Dodge Community School District not to discriminate on the basis of race, color, national origin, sex, disability, religion, creed, age (for employment), marital status (for programs), sexual orientation, and socioeconomic status (for programs) in its educational programs, services, and its employment practices.