Administrative Assistant/Receptionist - 1.0 FTE - Scullen Leadership Center

Appleton Area School District; Appleton (WI); On-site; USD 35,000 - 50,000; Full time

Job summary

A local educational institution in Appleton is seeking an Administrative Assistant / Receptionist to foster a welcoming environment for visitors. The role involves answering multi-line phones, providing customer service, and managing administrative tasks. Successful candidates will have strong communication skills and proficiency in office software. This position is ideal for a detail-oriented individual able to handle various responsibilities in a busy office setting.

Qualifications

• Minimum of high school diploma or GED/HSED.
• Ability to type accurately at a sustained rate of at least 45 words per minute.
• Strong oral and written communication skills are necessary.

Responsibilities

• Answer multi-line phone calls and direct visitors.
• Provide excellent customer service to callers and visitors.
• Handle administrative tasks and maintain records.

Skills

Typing skills (45 wpm)

Team cooperation

Strong communication skills

Organizational skills

Education

High school diploma or GED

Tools

Microsoft Office (Word, Excel, Outlook, PowerPoint)

Google Docs

District software (e.g., Frontline, Skyward)

Job description

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Department of Human Resources

131 E. Washington St., Suite 1A

Appleton, WI 54911

P: [phone] F: [phone]

JOB DESCRIPTION

Job Title: Administrative Assistant / Receptionist

Classification/Contract Days: Secretarial - Class II/12 Months

FLSA Status: Non-Exempt

Relationships: Direct Supervisor: Chief Human Resources Officer/Director of Human Resources

The purpose of this position is to support a welcoming and professional work atmosphere for District

administrative office visitors. Duties include routine and complex administrative assistant work, such as,

managing the multi-line phone system, providing answers to questions or resources to callers and visitors,

scheduling conference rooms, compliance assistance, employment verifications, and record-keeping.

Responsibilities, Tasks & Duties:

● Perform duties, such as answering multi-line phone system, taking messages and referring calls

● Greet, welcome, and direct visitors as well as scheduling meetings and managing room reservation

calendars

● Provide excellent customer service by answering general questions or sharing information with callers

and visitors

● Answer multi-line calls, answer general District-related questions, refer calls to the appropriate

department or person

● Answer community, applicant, employee and administrator general and complex questions

● Initiate written and oral communications

● Respond to requests for materials and/or other information

● Type and/or transcribe and format correspondence, reports, documents, forms and other materials

from written and oral instructions

● Data entry of confidential information into the HRIS system and other tracking

● Process background checks, I-9 forms and direct deposits

● Verify loan forgiveness and license applications

● Organize and track records, such as pre-employment protocol and licensing

● Manage directory and organizational charts

● Compile and manage Accounts Receivable records

● Project work for various departments

● Performs other related responsibilities as assigned

Qualifications:

● Minimum of high school diploma or GED/HSED

● Skill in typing accurately at a sustained rate of 45 words per minute

● Ability to work cooperatively in a team-oriented, task-sharing environment and maintain positive

working relationships with co-workers, the public and staff

AASD APPROVED 8/8/23

● Strong oral and written communication skills, clear and courteous in commutations with public and

District personnel and be adept at handling inquiries

● Functional knowledge of business English, grammar, spelling and punctuation and office equipment

● Ability to maintain strict confidentiality regarding sensitive information such as personnel files, medical

information, staff performance and pay records

● Knowledge of office practices and District functions

● Proficiency with Microsoft office software such as Word, Excel, Outlook, and PowerPoint

● Organizational skills as applied to ongoing projects, filing, records organization, task coordination

● Detail-oriented, self-starter with the ability to organize and adjust to changing priorities and deadlines

Desired Skills/Knowledge:

● Proficient in Google Docs, and District software (i.e. Frontline, Skyward, etc.)

Essential Skills, Knowledge, and Abilities:

● Ability to communicate effectively with others and write routine reports, correspondence and other

materials related to assigned duties and responsibilities

● Must be able to develop and maintain positive working relationships and follow supervisory direction

● Ability to work with and safe keep confidential information or records

● Ability to manage multiple tasks in a timely and efficient manner

● Ability to communicate effectively, both verbally and in writing

● Ability to assure accurate reports/reporting; a keen commitment to detail

● Ability to independently research answers to questions

● The work is performed primarily in a fast paced office environment

● Must be able to report to work in person and onsite

Physical and Sensory Requirements:

The position may require to:

● Lift and/or carry books, paper or other office materials

● Prolonged sitting or standing

● Stoop, kneel, crawl, bend, turn, twist, squat, and/or climb

● Push, pull, reach, carry, and/or lift

● Sit in one position for a prolonged period

● View computer screens or other monitoring devices for a prolonged period of time

Candidates who apply prior to the deadline will receive first consideration.

The Appleton Area School District is an Equal Opportunity employer and does not discriminate against

applicants or employees based on race; age; sex or sexual orientation; gender or gender identity; creed or

religion; color; handicap or disability; marital, citizenship, or veteran status; membership in the National Guard,

state defense force, or reserves; national origin or ancestry; arrest or conviction record; use or non-use of

lawful products off the District's premises during non-working hours; or any other characteristic protected by

law. The District encourages applications from all segments of the population.

- An Equal Opportunity Employer-AASD APPROVED 8/8/23

S0106 Administrative Assistant - Receptionist.pdf

S0106 Administrative Assistant - Receptionist.pdf