JOB SPECIFICATION CLERK II – DISTRICT OFFICE RECEPTIONIST THE POSITION Under general supervision, performs any of a variety of regular reception, clerical record keeping, record checking, typing and filing duties which follow particular routines in school or district offices; and performs related work as required. RESPONSIBLE TO: Superintendent DISTINGUISHING CHARACTERISTICS Positions in this class have general supervision from a District Supervisor. Incumbents work within a framework of established procedures and are expected to perform a wide variety of reception, typing and general clerical duties with only occasional instruction or assistance. No supervision is exercised over other positions. The duties listed below are typical for positions in the class collectively but no one position will necessarily include all these duties. EXAMPLES OF DUTIES The duties listed are typical, but not exclusive: • Operates a telephone system or switchboard. • Receives incoming calls; record information as required and routes calls or information to appropriate departments/staff. • Receives and greets office callers and refers them to the appropriate office/department/staff. • Schedule, confirm, and arrange set-ups for district office meetings and conferences. • Check newspapers and other sources for reports on District activities and events and maintain a District scrapbook. • Performs a variety of clerical work, including typing, proofreading, filing, checking and recording information on records. • Posts information to forms, accounts and records. • Alphabetizes files and re-files papers, cards and reports. • Searches records and files for readily identified information. • Assists in development of projects and materials for the Superintendent’s and the communication’s departments. • Prepares and compiles various departmental records and reports. • Operates a variety of office machines including copier, typewriter, calculator, computer and computer terminal. • Receives, sorts and distributes mail. • May work in a variety of locations, in district offices. • Other related duties as required. • Participates in District inservice programs. QUALIFICATIONS GUIDE Knowledge of: • Correct English usage, spelling, grammar, punctuation and math. • Modern office methods, use of personal computer, procedures and equipment, including receptionist and telephone techniques and etiquette. • District policies, rules and regulations applicable to the local school. • Numerical, alphabetical and subject matter filing systems. • A variety of software programs including but not limited to Word, Excel, and PowerPoint. Ability to: • Perform a variety of basic clerical work with accuracy and speed. • Relate well to a variety of individuals including students, parents and staff. • Proficiently operate standard office equipment including computer and related software. • Perform clerical work without continuous supervision. • Understand and carry out oral and written instructions. • Perform public relations and communications services for the principal. • Make arithmetical calculations. • Receive and give information over the telephone or in person in a courteous manner. • Work efficiently with frequent interruptions. • Maintain cooperative working relationships with those contacted in the course of work. • Learn and follow office routines. TRAINING AND EXPERIENCE Equivalent to the completion of the twelfth grade; two (2) years clerical experience; or any combination of training and experience that could likely provide the desired knowledge and abilities. PERSONAL QUALITIES • Maturity, good work habits, sound judgment, pleasing personality, vital energy, willingness and ability to work under pressure and deadlines. • Understanding and sympathy with objectives of public education. • Dependable and reliable in handling tasks and information of a confidential nature. SKILLS • Typing 40 words per minute. • Knowledge in use of computer. WORKING CONDITIONS: Environment: • Office environment, subject to constant interruptions and noise. • Workstation open to public. Physical Abilities: • Dexterity of hands and fingers to operate computer and office equipment. • Sitting or standing for extended periods of time. • Walking to various locations within the district office. • Kneeling and bending. • Reaching horizontally and overhead to retrieve, maintain and store supplies, files and records. • Lifting and carrying objects weighing up to 25 pounds. • Hearing and speaking to exchange information in person and on the phone. Hazards: • Incumbents may be exposed to contact with angry or dissatisfied individuals. WORK YEAR: 12 Month SALARY: Range 23 Board Approved: March 6, 1990 Revised: October 5, 2007