JOB DESCRIPTION

Puyallup School District

PAEOP Level II

Receptionist/Clerk for Special Services & Programs

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Purpose Statement

The purpose of this position is to operate as the receptionist/secretary for Special Services. This position routes incoming calls, provides information to callers, and routes visitors to appropriate staff members. This position provides a variety of clerical assistance to department Staff.

Essential Functions

  • Assists with a variety of office functions including record maintenance and other secretarial support. Distributes a variety of materials including publications and forms.
  • Greets and assists visitors courteously, determines their needs and directs them to the proper person.
  • Inputs data into database or spreadsheet for the purpose of tracking information and generating accurate reports to analyze the current information.
  • Maintains front desk functions and file maintenance as well as attractive and comfortable reception area.
  • Maintains file room and related functions.
  • Operatesa multi-positioned telephone switchboard; answers and responds appropriately to requests, concerns and/or complaints; routes caller to appropriate staff. Answers a variety of questions for special services.
  • Processes incomingrecords requests.
  • Processes mileage for District employees and parents as required for reimbursements.
  • Receives and distributes US mail. Operates and maintains postal machine, orders supplies, monitors postage balance.

Other Job Functions

  • Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities
  • Performs other related duties as assigned

Minimum Qualifications:

High school diploma or equivalent training in secretarial procedures with three years of secretarial experience. Strong computer skills and excellent interpersonal skills desired. Must pass district’s clerical testing, with additional testing upon interview.

Required Knowledge, Skills, Abilities:

  • Ability to accurately input data in IEP Online data system and understand reporting requirements.
  • Ability to establish and maintain positive, effective working relationships.
  • Ability to favorably represent the district to the public.
  • Ability to maintain confidentiality.
  • Ability to work effectively under pressure.
  • Ability to work independently with minimal supervision.
  • Effective oral and written communication skills.
  • Knowledge of correct grammar, spelling and English usage.
  • Knowledge of district operations.
  • Knowledge of general secretarial practices.
  • Skill in operating general office machines.
  • Skill in public relations.
  • Skill in telephone courtesy.
  • Skill in the use of office equipment including computer, software applications, to include Microsoft Word, Excel, Publisher, and Outlook
  • Skill in using courtesy and tact in dealing with telephone callers and visitors.

Working Conditions

Office job; working under limited supervision using standardized practices and/or methods; requires visual and mental concentration on high volume of detail; requires prolonged exposure to visual display terminal; computer operation requires dexterity and precision; required to sit for long periods of time; experiences frequent interruptions and inflexible deadlines; regularly required to deal with distraught, frustrated and angry people, as well as be available at all times to District office managers and administrators.

Licenses/Special Requirements:

Criminal Justice fingerprint clearance. Must pass district clerical testing, and additional testing upon interview.

Reporting Relationships

Reports to the PSS Administrators of Special Services