District Receptionist/Secretary

Job Title: District Receptionist/Secretary Exemption Status/Test: Nonexempt

Reports to: Assistant Superintendent Date Revised: 08/2026

Dept./School: Administrative Office

Primary Purpose:

Under moderate supervision, respond to inquiries from staff, students, parents, and the public; provide requested information and/or referral to the appropriate parties; direct visitors; and provide general clerical support for the efficient operation of the central administration office. Work under minimum supervision to provide advanced clerical services to the cabinet-level administrator assigned. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Ability to operate multi-line phone system

Knowledge of school district organization, operations, and administrative policies

Effective public relations, organization, communication, and interpersonal skills

Ability to speak, read, and understand English

Excellent public relations, organization, communication, and interpersonal skills

Ability to read and comprehend instructions

Ability to effectively present information in one-on-one situations

Proficient in keyboarding, 10-key numerical data entry, and file maintenance

Bilingual Spanish/English preferred

Experience:

2 year of clerical experience in an office setting

Major Responsibilities and Duties:

Reception and Phones

• Receive and direct incoming calls, take reliable messages, and route to appropriate staff.
• Greet visitors (e.g. public, parents, students, substitutes, vendors, etc.) respond to their inquiries and/or direct them to appropriate personnel in accordance with district policies and procedures regarding building security.
• Maintain visitor log and issue visitor passes.
• Respond to emergency calls and notify appropriate parties to address immediate safety and/or security issues.
• Receive deliveries and disseminate materials and information to the appropriate parties.
• Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned.
• Schedule appointments and maintain the administrator's calendar.
• Set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.
• Make travel arrangements including making hotel reservations and turning in conference registration forms.
• Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to (cabinet-level administrator) or other administrators.

Other

• Provide clerical assistance as needed.
• Compile, maintain, and file all reports, records, and other documents as required.
• Maintain confidentiality.
• Follow district safety protocols and emergency procedures.
• Comply with policies established by federal and state laws and regulations, and local board policy.

Supervisory Responsibilities:

None.