District Office Receptionist/Sub Coordinator

Position Type:
Secretarial/Clerical/District Office Receptionist
Date Posted:
1/19/2024
Location:
Vallivue School DistrictQUALIFICATIONS

1. High school diploma or General Education Degree, preference may be given to applicants with college education
2. Spanish oral/written communcation preferred
3. Basic secretarial training
4. Minimum experience in receptionist or school office work as determined by the Board
5. Knowledge of school district activities, programs, and curriculum requirements
6. Knowledge of word processing, databases, spreadsheets, and reports
7. High level of competence in typing, filing, and general computer knowledge
8. Knowledge of automated office equipment and efficient office procedures
9. Strong telephone skills and ability to communicate effectively
10. Work well with students, staff, and the public
11. Work well under pressure and deadlines
12. Excellent analytical and organizational skills
13. Maintain confidentiality of staff and students

PRIMARY RESPONSIBILITY TO
Human Resource Coordinator
JOB SUMMARY
To greet visitors, and to answer and direct incoming calls to appropriate individuals.
MAJOR DUTIES AND RESPONSIBILITIES
Interacting with the Public

1. Receive and route incoming calls and correspondence
2. Sort, screen, and distribute incoming mail and process outgoing mail following federal and state law, administrative rules, and Board policy
3. Arrange meetings, prepare agendas, and handle followup activities as necessary
4. Assist, log in, and direct visitors to the school
5. Provide information about school enrollment and registration
6. Explain and advise patrons about school organization, programs, and functions
7. Give out information and appropriate forms to parents, students, teachers, and the public, and collect and organize completed forms

Essential Duties and Responsibilities:
• Manages and coordinates all functions related to the District's Absence
Reporting and Sub-Placement program, including supervision of a program
assistant;
• Accepts employee absence calls and immediately locates and places an
appropriate substitute;
• Prepares substitute packets and conducts orientation sessions for substitutes;
• Ensures substitute hours are accurately reported to Payroll Department;
• Follows up with substitutes and teachers to identify and resolve any issues;
• Receives calls from teachers regarding absence dates, class needs, areas of
concern;
• Prepares and presents orientation materials to all District substitute personnel;
• Tracks, monitors and records employee absences for funding and payroll
purposes;
• Prepares monthly reports for each school site and special unit (transportation,
maintenance, etc.);
• Maintains frequent contact with substitute personnel;
• Maintains records and related background materials on substitute personnel;
• Troubleshoots, responds to and resolves issues between substitutes, teachers or
other District personnel;
• Prepares newsletters and other informational materials to maintain the interest of
substitute personnel;
• Serves as a liaison between teachers and substitutes;
• Provides user training to other employees on absence reporting system;
• Prepares monthly absence reports for funding and payroll purposes;
• Supervises the daily office operations and the work of the program assistant;
• Performs all work duties and activities in accordance with District policies,
procedures and safety practices.
Other Duties and Responsibilities
• Performs other related duties as required.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:
• Volunteer or substitute management techniques;
• Public relations techniques;
• Operation of standard and specialized office equipment including a personal
computer and job-related software such as Word, Excel, or others;
• Payroll processes as related to absence reporting;
• Basic supervisory practices;
• District policies and procedures.
Ability to:
• Manage and coordinate a large number of substitute personnel;
• Respond quickly and appropriately to absence calls and substitute placement;
• Prepare and present substitute orientation materials to a large number of people;
• Supervise the work of subordinate personnel;
• Prepare accurate and detailed statistical reports;
• Efficiently manage and carry out fast-paced functions and duties;
• Utilize strong organization and communication skills in all aspects of work
performed;
• Follow written and oral instructions;
• Maintain records efficiently and accurately and to prepare clear and concise
reports;
• Operate a variety of standard and specialized office equipment;
• Maintain effective working relationships with other school employees, substitute
personnel, supervisory personnel, and the public;
• Operate a personal computer including software applications appropriate to
assigned duties;
• Communicate effectively both orally and in writing;
• Use logical and creative thought processes to develop solutions according to
written specifications and/or oral instructions;
• Perform multiple tasks simultaneously, including handling interruptions, and
return to and complete tasks in a timely manner;
• Maintain office, school, and individual confidentiality;
• Work independently.
Miscellaneous Office Tasks

1. Prepare such documents as reports, staff duty rosters, correspondence, handbooks, letters, student records, memos, and monthly statements as necessary to assist the District Office staff
2. Compile and post information on standard forms
3. Using specific formats and systems, enter a variety of administrative data and review for accuracy
4. Maintain schedules and calendars
5. Receive and account for petty cash and activity funds raised
6. Be responsible for routine clerical functions related to attendance, charts, and record keeping
7. Maintain a well organized, up to date filing system
8. Operate equipment, such as computers, copiers, intercom systems, calculators, laminators, telephone systems, and scanners
9. Assist with daily attendance counts

Other

1. Relieve other office staff during lunch breaks
2. Substitute for other office personnel when required
3. Assume responsibility for his or her continuing professional growth and development by attendance at inservices or trainings
4. Seek assistance should emergencies arise
5. Represent the school district in a positive manner
6. Know and follow school district policy and chain of command
7. Perform other duties as assigned

BENEFITS:
District benefit package for full time employees working 20+ hours per week:

• Medical/vision/dental insurance
• $30,000 life insurance with option to purchase additional coverage
• Employee assistance program (EAP)
• Unlimited accumulation of sick leave
• Personal, bereavement, professional leave, vacation (if applicable)
• Credit reimbursement of up to $300 per year

EVALUATION
Performance of this position will be evaluated annually by the superintendent in conformance with federal and state law, administrative rules, and Board policy.
TERMS OF EMPLOYMENT
This position shall be considered in all respects "employment at will". The "employment period" and other descriptions and terms set forth in this job description shall not create a property right for the employee. These are set forth only to advise the employee of when and what type of services will be required by the district so long as the employment continues.
NOTE
All certificated and non-certificated employees and other individuals are required to undergo a criminal history check and submit to fingerprinting. Any applicant convicted of any of the felony crimes enumerated in Section 33-1208, Idaho Code may not be hired, and any applicant convicted of any felony offense listed in Section 33-1208(2), Idaho Code shall not be hired.
Legal Reference: I.C. § 33-512 Governance of Schools
I.C. § 33-1210 Information on Past Job Performance