Beginning August 18, 2023

DCS OFFICE MANAGER/RECEPTIONIST

General Statement of Job

Grade 55

10 Month Classified Position

Under general supervision, performs routine receptionist, clerical, and general office assistance duties. Work typically involves receiving and directing visitors while ensuring safety protocols are followed, answering and directing telephone calls, and responding to requests for general information. Employee is responsible for performing routine clerical tasks, including processing data with a variety of computer software, utilizing office equipment, screening and routing materials, and supporting the effective, efficient functioning of the school office. While instructions are given and most tasks are routine and repetitive in nature, the employee seeks guidance for unusual situations when general knowledge of operations does not allow application of judgment. Reports to the principal.

SPECIFIC DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

Serves as a receptionist by:

Greeting visitors, parents, volunteers, etc. and directing them to locations as needed
Providing information regarding school operations and answering questions on routine matters, programs, procedures, and regulations
Answering incoming telephone calls and routing them to the proper person
Handling inquiries and correspondence of a non-technical nature
Scheduling tours and facility usage
Performing routine clerical duties

Supervises students who are waiting to see administrative staff for disciplinary or other reasons; may contact parents of disciplined students.

Assists school nurse with student medications or minor health needs; may contact parents of sick/injured students.

Operates copying machines, adding machines/calculators, personal computers, and other office equipment. Operates the intercom and may provide information through the school’s public address system.

Processes, sorts, checks for accuracy, and files documents in accordance with established systems; distributes intra-system and general delivery mail; maintains routine office records relating to student records, instructional materials, etc. Sets up and maintains files for a limited number of subjects.

Keyboards materials from exact copy with proficiency. Transcribes information onto forms, processes letters, memoranda, reports, tabulations, statements, various card records, and other materials from rough draft or detailed instructions.

Notifies employees of mail, information, visitors, or materials waiting at a central location.

Performs other related work as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

General knowledge of the operations of the school and procedures to follow.
General knowledge of the principles of organization and administration.
General knowledge of arithmetic, correct spelling, grammar, and vocabulary usage.
Some knowledge of basic computer operation.
Ability to transcribe information and to prepare standardized forms, letters, and reports from that information.
Ability to operate multi-line phone systems and common office equipment.
Ability to sort and distribute documents.
Ability to maintain basic files and accurate records.
Ability to compile information and to develop simple reports.
Ability to understand and follow oral and written instructions.
Ability to type accurately at a moderate rate of speed.
Ability to establish and maintain effective working relationships as necessitated by work assignments.

MINIMUM TRAINING AND EXPERIENCE

High School diploma with some clerical experience preferred; or an equivalent combination of experience and training.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED

TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Must be able to use a variety of automated office equipment such as computers, copiers, calculators, etc. Must be able to exert a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Due to the amount of time spent standing and/or walking, physical requirements are consistent with those for Light Work.

Conceptual Awareness: Requires the ability to observe, compare, and contrast various people, data, or items.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from colleagues or supervisors.

Language Ability: Requires the ability to read a variety of correspondence, reports, handbooks, forms, lists, etc.

Intelligence: Requires the ability to rationalize and solve problems with a variety of variables, aligned with policies, procedures, and professional expectations; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.

Numerical Aptitude: Requires the ability to use mathematical operations and apply mathematical skills to solve work-related problems; including but not limited to adding, subtracting, and utilizing decimals and percentages.

Motor Coordination & Dexterity: Requires the ability to coordinate hands and eyes rapidly and accurately. Requires the ability to handle a variety of office machines, etc. Must have minimal levels of eye/hand/foot coordination.

Visual and Spatial Aptitude: Requires visual acuity to complete essential duties, including the ability to conceptualize visual representations, size, shape, and color.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.

Physical Communication: Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear). Must be able to communicate via telephone.

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.