Office Professional 2 - Event Services

Position Type:
Secretarial/Clerical/Technician/Office Professional 3
Date Posted:
5/9/2023
Location:
Teaching and Learning Center
Closing Date:
Until FilledThe WISD's Mission is to promote the continuous improvement of achievement for every student while providing high-quality service to our customers through leadership, innovation, and collaboration.
The WISD's Vision is to be a leader in empowering, facilitating, and delivering high-quality, boundary-spanning, educational system that educates all children through an equitable, inclusive, and holistic approach.
SUMMARY
The Office Professional 2 position is a key "front-facing" customer service and public relations position for the Washtenaw Intermediate School District; the position requires excellent interpersonal, verbal and customer service skills, reliability, flexibility, positivity, and the ability to use good judgment. It is often fast paced with multiple demands, including receptionist services, occurring simultaneously. The OP2 will warmly and enthusiastically greet, assist, and provide direction and information to clients, visitors and other guests of the organization via telephone and in-person.
In addition to daily support to Events Services, the position supports Facilities & Operations by providing support to out-center programs, as needed; routing calls, monitoring availability of appropriate responders to emergencies; familiarity with US and State of Michigan flag protocol, communicating with the school meals provider to run reports and enter data into the MOE school meals claim system.
ESSENTIAL DUTIES AND RESPONSIBILITIES

• Demonstrates a strong commitment to equity, social justice, and inclusion in all practices and position responsibilities.
• Demonstrates the ability to examine how his/her/their position (directly or indirectly) impacts educational inequities in student achievement outcomes.
• Engages in reflection and ongoing learning and development on critical concepts and terms identified in the Washtenaw ISD Educational Equity Policy including concepts such as cultural proficiency, racial equity, and systemic and structural inequities.
• Warmly and enthusiastically greets patrons/visitors and answers questions.
• Excellent interpersonal and customer service skills.
• Answers incoming calls and routes them to the proper destination.
• Assists patrons with customer service needs.
• Visitor management of patrons in the building including informing staff of visitors arrival escorting visitor to the proper destination.
• Maintains lost and found area.
• Manages all voice mail messages from the general voice mailbox.
• Files documents.
• Handles general word processing and data entry overflow.
• Handles mailings and sends out directories and other materials as requested.
• Updates the label database.
• Posts schedule of meetings using appropriate software.
• Fills out room request slips as needed.
• Distributes facility use forms to outside groups as requested.
• Compiles meeting schedule and enters schedule into computer for the weekly communication list by noon every Thursday. (In the summer months, prints schedule for distribution.)
• Prepares coffee slips and prepares/confirms conference room set-ups, updating as necessary.
• Helps patrons utilizing conference room space with video monitors and videotape decks, microphones, chart paper, supplies, and video projector.
• Assists with package sending, receiving and tracking.
• Acts as a back-up when the Event ServicesOffice Professional 3 is out or at lunch.
• Assists the department(s) in the preparation and maintenance of reports, compiles and organizes information (monthly National School Breakfast and National School Lunch claims/or reimbursement).
• Maintains all records in compliance with state and federal guidelines and District policies.
• Schedules and arranges appointments and meetings.
• Coordinates and assists with special events; assures adherence to legal requirements and Board policies
• Compiles and organizes information for the department.
• Types from notes, rough draft or verbal instructions, a variety of written materials including correspondence, bulletins, memoranda, calendars, requisitions, records, and reports.
• Operates a variety of business and office machines including: a calculator, computer, copier, and communication equipment.
• Represents the District in a professional manner in interactions with all patrons (e.g., parents, community, staff, students, etc.).
• Maintains regular, predictable in-person/onsite attendance.
• Other duties as assigned.

SUPERVISORY RESPONSIBILITIES
N/A
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION/EXPERIENCE[1]

• High school diploma or GED Rrequired.
• Associates Degree preferred.
• Demonstrated proficiency in the use of a personal computer (PC)
• Demonstrated ability to manage multiple tasks.

CERTIFICATES, LICENSES, REGISTRATIONS

• N/A

LANGUAGE SKILLS

• Ability to take the initiative, work well with others as a collaborative team member, and exhibit good communication skills both written and verbal.
• Excellent phone etiquette and knowledge of phone systems.

INTERPERSONAL SKILLS

• Friendly, outgoing, engaging, empathetic and warm personality.
• Conducts behavior to demonstrate collegiality and professionalism.
• Interest in being part of a learning organization and committed to helping students with improvement and instructional issue desired.
• Possess excellent customer service and communication skills with a client-centered focus.
• Exhibits an elevated level of professionalism with the ability to maintain a flexible/positive attitude.
• Ability to build rapport with others and to serve diverse publics.
• Ability to establish and maintain effective working relationships with staff.
• Excellent customer service skills, knowledge of staff and knowledge of the school building layout.
• Ability to take the initiative, work well with others as a collaborative team member and exhibit good communication skills.
• Resistance to stressful situations.

TECHNICAL SKILLS

• Demonstrated proficiency in the use of a personal computer (PC) in a networked environment to utilize the Internet and other electronic communications mechanisms such as email conferencing, and other communication tools.
• Demonstrated proficiency in the use of Microsoft Office Suite or related software is required.
• Experience with publishing tools such as Canva, Microsoft Publisher or Adobe desired.
• Experience with financial and/or purchasing electronic applications.
• Ability to print, copy, organize and collate materials.

MATHEMATICAL SKILLS

• Ability to do math functions using calculator and/or MS Excel.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs using MS Excel.
• Ability to maintain program budgets.

REASONING ABILITY

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Knowledge and demonstrated proficiency in organizational problem-solving.
• Ability to read and interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Exhibits a high level of professionalism with the ability to handle confidential information, use good judgment, plan and handle complex projects, and maintain a flexible attitude.
• Ability to work under pressure and meet deadlines in a timely manner.
• Talent and interest in performing multiple tasks and ability to see through to a successful conclusion.

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. Must be willing to work a flexible schedule that may include morning, afternoon or evening hours.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee may experience prolonged periods of siting at a desk and/or be regularly required to stand; walk; sit; use hands to finger, handle, or feel; and talk or hear. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus. Ability to lift and/or move up to 50 pounds.
ENVIROMENTAL ADAPTABILITY
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is quiet to loud depending upon the activity in the particular part of the day. Occasionally the employee may be required to be outdoors for a short period of time, and therefore subject to varying weather conditions, for purposes of accomplishing the essential functions of this job.
FUNCTIONS OF POSITION DESCRIPTION:
This position description has been prepared to define the general duties of the position, provide examples of work and to detail the required knowledge, skills and ability as well as the acceptable experience and training for the position. The description is not intended to limit or modify the right of any principal/supervisor to assign, direct and control the duties of employees under supervision. The WISD retains and reserves any and all rights to change, modify, amend, add to or delete from any portion of this description in its sole judgment.
This position description is not a contract for employment.
The WISD is an equal opportunity employer, in compliance with the Americans with Disabilities Act. The District will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
TERMS
12-month position. Position subject to terms, conditions and calendar of the Master Agreement between the District and Teamsters Local 214. Starting salary is $20.91 per hour; hourly rate increases to $21.99 per hour at the end of the first year.
Washtenaw Intermediate School District is a drug-free workplace.
It is the policy and commitment of the Washtenaw Intermediate School District not to discriminate on the basis of race, sex, age, color, national origin, religion or handicap in its educational programs, activities, admissions, or employment policies in accordance with Title IX of the 1972 Educational Amendments, executive order 11246 as amended, Section 504 of the Rehabilitation Act of 1973 and all other pertinent state and federal regulations.
[1] Such alternatives to the above qualifications as the Board may find appropriate and acceptable.