Administrative Secretary to the Assistant Superintendent

Administrative SecretaryCentral office receptionist and secretary to the Assistant Superintendent; plays a key role in school/community public relationsEssential Functions: Answer all incoming calls, take messages/direct to voice mail or to proper personCreate a telephone image of goodwill and desire to be of service to all callers; remain calm and positive in handling complaints from irate patrons or school personnel voicing dissatisfactionSort incoming mail and facilitate distribution to school district buildingsOperate and maintain supplies for district mail machineAssist with application process: post jobs on school and college websites, forward applications to appropriate administrators, maintain files in Assistant Superintendent's office, schedule interviewsOrder supplies for central officeFacilitate approval of fliers, both public and internal, and supply information needed for Superintendent's approvalWork in conjunction with facilities Coordinator to distribute and maintain building use approval forms for school and community groupsPrint forms, brochures, and booklets as directed; maintain and update all district forms; distribute all district forms to buildingsUpdate district electronic message boardMaintain file of requisitions for Treasurer's officeAssist the Assistant Superintendent with Ohio state tests; ordering, storage, inventory, distribution and shippingUpdate and maintain student discipline database of all expulsions and suspensions by building, gender, offense, and number of daysMaintain student records pertaining to expulsions; process and mail all letters pertaining to expulsion; keep file of hard copies of expulsions, suspensions and APP assignments for all buildings in districtMail New Parent Letter and Survey to all parents and/or guardians of newly registered students; maintain file of returned surveysProcess all work permits onlineContact Clermont County Engineers Office with dates, times, needed adjustments and repairs for flashing school zone signsMaintain records for Open Enrollment and assist Assistant Superintendent with all correspondence and necessary contactsMaintain following pages on the school website: district online calendar, home page news, personnel, job opportunities, district office and Board of EducationUpdate the District Policy BookPerform receptionist dutiesPerform fingerprinting services neededPrepare letters, reports, requisitions, and other documents; proof for accuracyPerform routine office dutiesMake contacts with the public with tact and diplomacyMaintain respect at all times for confidential informationInteract in a positive manner with staff, students, parents and the publicPromote good public relations by personal appearance, attitude and conversationOther Duties and Responsibilities: Demonstrate regular and punctual attendanceDemonstrate a positive work ethicWork cooperatively with others in small groupsPerform other duties as assigned by the Assistant Superintendent and SuperintendentQualifications: High school diploma or equivalentMinimum of one year of EMIS experienceTraining and/or experience which evidences a strong knowledge of word processing, secretarial duties, and communication skills (verbal and written) Required Knowledge, Skills, and Abilities: Ability to work effectively with othersAbility to communicate ideas and directives clearly and effectively both orally and in writingEffective, active listening skillsOrganizational and problem solving skillsAbility to handle a multitude of tasks simultaneously and in a timely mannerEquipment Operated: Computer/PrinterCalculator/adding machineTelephoneTypewriterFax machinePostage meterPoster printerCopy machineWebCheck fingerprinting systemScannerDigital cameraElectric shredderBinding machineElectric hole punchElectric staplerMotor vehicleAdditional Working Conditions: Frequent repetitive hand motion, e.g. computer keyboard, typingFrequent interruption of duties by student, visitors, staff and/or telephoneOccasion to work overtime, evenings, and/or weekendsRegular requirement to sit, stand, walk, read, hear, see, speak, reach, stretch with hands and arms, crouch, kneel, climb and stoopOccasional requirement to lift, carry, push and pull various supplies and/or equipment up to a maximum of 50 poundsOccasional requirement to travelOccasional operation of a vehicle in inclement weather conditions, i.e., being prepared to come to work on all school days except calamity days