Secretary/Receptionist

South Coast ESD; Coos Bay (OR); On-site; USD 27,000 - 29,000; Full time

Job summary

South Coast ESD is seeking a reliable receptionist and front office support professional to serve as the first point of contact for students, families, staff, and visitors.

You will maintain the reception area, answer calls, manage inquiries, and support multiple departments with clerical tasks.

Qualifications

• Knowledge of modern office practices and customer service principles.
• Ability to communicate effectively with diverse population both verbally and in writing.
• Proficiency in Microsoft Office, email, calendars, and common office technology.
• Ability to learn district software systems and procedures.
• Ability to organize work, prioritize assignments, and meet deadlines.
• Ability to maintain accuracy and attention to detail in a fast-paced environment.
• Ability to work independently and exercise sound judgment.
• Ability to handle confidential information appropriately.
• Experience in educational/public service setting preferred.

Responsibilities

• Serve as the first contact for visitors, students, families, and staff.
• Welcome visitors with professional, courteous service.
• Follow visitor management, safety, and security procedures.
• Answer and route telephone calls; provide program information.
• Respond to routine inquiries while maintaining confidentiality.
• Handle mail, packages, and interoffice correspondence.
• Maintain reception area and public spaces in a professional manner.
• Assist with meetings, events, and room setup.
• Prepare and maintain records; scan and file.
• Coordinate maintenance/service requests for office equipment.
• Data entry and record maintenance in district software.
• Provide clerical support to multiple departments and programs.
• Assist with enrollment, registration, homeschool, and program info requests.
• Maintain confidentiality of information.
• Establish and maintain effective working relationships with staff and public.
• Demonstrate professionalism and customer service.

Skills

Customer service

Communication

MS Office

Office software

Attention to detail

Independent work

Confidentiality

Education

High School Diploma or GED

2 years clerical/administrative experience

Experience in education/public service

Tools

Microsoft Office

Email systems

District software

Job description

Job Characteristics

Serves as the primary receptionist and front office support professional for South Coast ESD. Provides exceptional customer service to students, families, staff, component districts, community partners, vendors, and visitors. Maintains the reception area, coordinates front office operations, responds to inquiries, and performs a variety of clerical and administrative support functions to ensure the efficient operation of ESD programs and services.

Job Characteristics

Serves as the primary receptionist and front office support professional for South Coast ESD. Provides exceptional customer service to students, families, staff, component districts, community partners, vendors, and visitors. Maintains the reception area, coordinates front office operations, responds to inquiries, and performs a variety of clerical and administrative support functions to ensure the efficient operation of ESD programs and services.

Essential Functions

• Serve as the first point of contact for visitors, students, families, community members, vendors, and staff entering South Coast ESD facilities.
• Welcome visitors and provide professional, courteous, and responsive customer service.
• Follow district visitor management, safety, and security procedures, including monitoring visitor access and directing visitors to appropriate locations.
• Answer and route incoming telephone calls, take messages, and provide information regarding ESD programs, services, and personnel.
• Respond to routine inquiries from the public and staff while maintaining confidentiality and professionalism.
• Receive, sort, distribute, and process incoming and outgoing mail, packages, deliveries, and interoffice correspondence.
• Maintain reception area, lobby, and public-facing spaces in a professional and welcoming manner.
• Assist with the preparation and coordination of meetings, workshops, trainings, and events, including room setup and materials preparation.
• Prepare, process, copy, scan, file, and maintain paper and electronic records.
• Generate correspondence, forms, reports, informational materials, and mass communications as assigned.
• Coordinate maintenance and service requests for office equipment and technology.
• Perform accurate data entry and maintain records within district software systems and databases.
• Provide administrative and clerical support to multiple departments and programs.
• Assist with enrollment, registration, homeschool, and program information requests as assigned.
• Maintain confidentiality of employee, student, and organizational information in accordance with applicable laws, regulations, and district policies.
• Establish and maintain effective working relationships with employees, students, families, component districts, community agencies, and the public.
• Demonstrate professionalism, cultural responsiveness, and a commitment to excellent customer service.
• Maintain regular and dependable attendance to support uninterrupted front office operations.
• Meet the standards for competent and ethical performance as outlined in OAR 584-020-0035.
• Perform other duties as assigned by supervisors, administrators, or the Superintendent.

Qualifications (Essential Functions)

• Knowledge of modern office practices, procedures, and customer service principles.
• Demonstrated ability to communicate effectively with a diverse population both verbally and in writing.
• Ability to provide excellent customer service and maintain positive public relations.
• Proficiency in Microsoft Office applications, email systems, calendars, and common office technology.
• Ability to learn district software systems and procedures.
• Ability to organize work, prioritize multiple assignments, and meet deadlines.
• Ability to maintain accuracy and attention to detail while working in a fast-paced environment.
• Ability to work independently and exercise sound judgment.
• Ability to handle confidential and sensitive information appropriately.
• Ability to operate standard office equipment including multi-line telephone systems, scanners, copiers, and computers.
• Ability to establish and maintain effective working relationships with staff and the public.
• Ability to adapt to changing priorities and interruptions while remaining calm and professional.

Education/Certification

• High School Diploma or GED.
• Two years of clerical, receptionist, administrative support, customer service, or related experience; or any equivalent combination of training and experience.
• Experience working in an educational, governmental, or public service setting.

Working Conditions

The work is performed primarily in an office and reception environment. While performing the duties of this position, the employee is regularly required to sit, stand, communicate, hear, and use hands to operate computers, telephones, and other office equipment. The employee may frequently interact with staff, students, families, community members, vendors, and visitors.

The employee may occasionally walk, bend, reach, stoop, and lift, carry, push, or pull materials weighing up to 25 pounds. Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

The position requires the ability to manage multiple tasks, respond to interruptions, meet deadlines, and maintain professionalism in a busy front office environment. The employee must be able to interact effectively with diverse individuals and maintain composure during periods of high activity or conflicting demands.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Terms of Employment

• Classified Position- Coos Bay
• .94 FTE 8:00am 4:00pm M-F
• Rate: $19.90 - $ 21.13 Depends on Experience
• FLSA Status: Non-Exempt
• Union: OSEA Chapter 119

First consideration for this position will be given to Chapter 119 members of the collective bargaining unit. A fingerprint-based criminal history investigation will be required.

South Coast ESD is an equal opportunity employer and complies with federal and state statutes which prohibit discrimination on the basis of race, color, national origin, religion, sex, age, handicap or marital status.