Elkhart Community Schools
Position Description
Position Title: / Human Resources Secretary- Receptionist/SwitchboardQualifications: / Required: High school graduate; conversational Spanish; ability to greet and assist the public in a friendly and professional manner at all times; computer skills; knowledge of office procedures; ability to work as a member of a team and to maintain confidentiality; self direction. Must demonstrate a pattern of regular and timely attendance.
Desired: Experience with switchboard, general office experience, and knowledge of working in school district environment. Minimum of four years of secretarial experience with good understanding of office procedures. Fluent Spanish.
Department: / Personnel
Reports to: / Director of Human Resources
Prepared by: / Cheryl Waggoner & Maggie Lozano
W. Douglas Thorne / Date: 04/06/2017
Date: 04/06/2017
Approved by:
SUMMARY: Greet all who call or enter through the doors in a courteous and professional manner. Provide information and assistance professionally and efficiently. Answer and/or direct any questions from students, parents, teachers, administrators, sales representatives and any other visitor in a professional manner. This person is the “face” of Elkhart Community Schools and friendliness and professionalism is vital to the district.
ESSENTIAL DUTIES AND RESPONSIBILITIES (Other duties may be assigned):
1. Greet all visitors to the JC Rice Educational Service Center in friendly and professional manner.
2. Efficiently manage foot traffic in the reception area, protecting the privacy of all parties and keeping them in the reception area until they are gathered by the appropriate staff member.
3. Answer all incoming calls, manage the switchboard and transfer calls to the correct department, provide assistance to all who call or enter the building. Keep track of role changes in the building in order to effectively direct persons to the correct employee.
4. Take phone calls, relay messages accurately and establish appointments.
5. Maintain a consistent and professional presence in the front office.
6. Maintain and update the directory of Elkhart Community Schools’ employees.
7. Intake of Criminal Background Checks for employees/volunteers and communicate with appropriate departments.
8. Scan and electronically archive personnel documents/files.
9. Complete front office filing efficiently and effectively; including application filing and all other filing as needed.
10. Process and complete, in a timely manner, all employment verifications.
11. Gain insight and working knowledge of all functions of the Human Resources Department.
12. Cooperate with the Human Resources Department employees in maintaining updated files and information.
13. Assist with organization and implementation of all Human Resources Department functions.
14. Perform other duties as may be assigned by the Director or Assistant Director of Human Resources.
15. Responsible for pick-up, delivery and date stamping of Human Resources Department mail.
16. Ability to prioritize and multi task.
17. Responsible for opening main entrance to the public by 7:30 a.m.
18. Responsible for checking the AED each day and recording in log with initials.
19. Maintain a clean and professional work station.
20. Maintain the Human Resources Department bulletin board.
21. Regular and timely attendance is essential function of this position.
Education and/or Experience:
Required: High school graduate; conversational Spanish; ability to greet and assist the public in a friendly and professional manner at all times; computer skills; knowledge of office procedures; ability to work as a member of a team and to maintain confidentiality; self direction. Must demonstrate a pattern of regular and timely attendance.
Desired: Experience with switchboard, general office experience, and knowledge of working in school district environment. Minimum of four years of secretarial experience with good understanding of office procedures. Fluent Spanish.
Other Skills and Abilities: Experience to include computer operations and use. Strong typing, spelling, grammar and coordinating skills; attention to detail. Interpersonal and telephone skills; professionalism and tact; ability to work professionally with a variety of staff members within the school system, as well as outside. Ability to work as a member of a team and to maintain confidentiality.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit, and talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms. Specific vision abilities required by this job include close vision and the ability to adjust focus.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. There are no environmental hazards indicated for this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet.
The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. The individuals currently holding this position perform additional duties and additional duties may be assigned.
Personnel Secretary/Receptionist Switchboard
04/06/17
Page 2 of 2