Office Support Specialist- Intermediate

POSITION

DESCRIPTION

SECTION

I:

GENERAL

INFORMATION

Position

Title:

Duluth

Central

Education

Services

Building

Clerical

Department:

Human

Resources

Immediate

Supervisor's

Position

Title:

Executive

Director,

Human

Resources

and

Operations

FLSA

Status

Non-Exempt

Pay

Grade

Assignment:

Clerical

Local

692,

Exhibit

A,

Pay

Group

2

Bargaining

Unit:

Clerical

Unit

General

Summary

of

Purpose

Of

Job:

Under

general

supervision,

the

Duluth

Central

Education

Services

Building

Clerical

serves

as

a

vital

central

hub

for

district-wide

administrative

and

communication

operations.

This

role

is

responsible

for

managing

critical

mail

and

shipping

services,

acting

as

a

district

operator,

and

providing

essential

front

desk

support

to

staff,

students,

and

the

public.

This

Clerical

position

also

plays

a

key

role

in

managing

student

information

systems,

supporting

online

registration,

and

providing

diverse

clerical

assistance

across

various

departments,

contributing

significantly

to

the

smooth

and

efficient

functioning

of

the

entire

district.

SECTION

II:

ESSENTIAL

DUTIES

AND

RESPONSIBILITIES:

Duty

No.

Essential

Duties:

(These

duties

are

a

representative

sample;

position

assignments

may

vary.)

1.

Manages

comprehensive

district-wide

mailroom

operations,

including

processing

all

incoming

and

outgoing

mail

(USPS,

UPS,

FedEx,

Speedy),

overseeing

mail

machine

maintenance,

and

assisting

with

mail

budget

reports.

2.

Serves

as

a

district

operator

and

centralized

communication

hub,

handling

all

incoming

phone

calls,

monitoring

the

emergency

line,

and

triaging/responding

to

the

general

district

information

email

inbox.

3.

Operates

and

monitors

the

front

door

security

system,

coordinating

building

access

for

visitors

and

collaborating

with

the

building

engineer

on

access

scheduling.

4.

Provides

essential

front

desk

and

visitor

services,

greeting

and

directing

guests,

managing

meeting

room

bookings,

and

ensuring

calendars

are

updated

for

staff

assignments.

5.

Administers

critical

student

information

system

data

within

platforms

like

I/C,

Parent

Square,

and

processing

census

changes,

student

address

updates,

relationship

changes,

and

guardian

contact

information.

6.

Manages

Parent

Portal

requests

and

Online

Registration

processes,

providing

direct

support

to

parents

and

ensuring

accurate

data

entry

for

student

enrollment.

7.

Enters

and

maintains

accurate

student

transportation

information

within

designated

district

systems.

8.

Provides

dedicated

administrative

support

to

the

Enrollment

Center,

including

attending

meetings,

assisting

with

individual

enrollment

cases,

and

supporting

open

house

events.

9.

Delivers

general

administrative

and

clerical

support

to

various

district

sites

and

departments,

which

may

include

data

entry,

preparing

materials,

assisting

with

Boardbook

updates,

and

processing

building

work

orders.

10.

Supports

district

marketing

and

community

outreach

efforts,

assisting

with

communications

directed

at

community

members

and

parents.

11.

Manages

recurring

daily

tasks

and

efficiently

handles

increased

workload

volumes

during

peak

periods,

such

as

the

beginning

of

the

school

year.

12.

Performs

other

related

duties

as

assigned

• contributing

to

the

overall

efficiency

and

effectiveness

of

the

Duluth

Central

Education

Services

building

and

various

departments.

SECTION

III:

WORK

REQUIREMENTS

AND

CHARACTERISTICS

EDUCATION/EXPERIENCE

REQUIREMENTS:

Minimum

education

and

experience

required

to

perform

adequately

in

position

could

reasonably

be

attained

only

by

completing

the

following:

X

High

school

diploma

or

GED.

Degree

Required:

X

Required

Work

Experience

in

Addition

to

Formal

Education/Training:

Minimum

three

(3)

years

of

administrative

support,

customer

service,

or

office

clerical

experience

in

a

busy,

multi-faceted

environment,

preferably

within

an

educational

setting,

OR

a

combination

of

education

and

experience

totaling

(4)

years.

Required

Supervisory

Experience:

PREFERRED

EDUCATION/EXPERIENCE

REQUIREMENTS:

None

required.

LICENSE/CERTIFICATION:

(Identify

licenses/certification

required

upon

hiring:

None

required.

ESSENTIAL

KNOWLEDGE,

SKILLS

AND

ABILITIES

REQUIRED

TO

PERFORM

THE

WORK

Knowledge

• Principles

and

practices

of

general

office

administration,

reception,

and

record-keeping.

• Customer

service

standards

and

effective

communication

techniques.

• Operation

of

multi-line

phone

systems

and

office

equipment

(e.g.,

mail

machines,

copiers).

• Basic

understanding

of

budgeting

and

financial

coding.

• Data

entry

procedures

and

information

management

systems.

• General

knowledge

of

district

operations

and

departmental

functions.

Skills

• Exceptional

verbal

and

written

communication

skills

for

diverse

interactions

(phone,

email,

in-person).

• Strong

organizational

and

multitasking

abilities

to

manage

varied

responsibilities

and

prioritize

effectively.

• Proficiency

in

Microsoft

Office

Suite

(Word,

Excel,

Outlook)

and

willingness

to

learn

new

district-specific

software

rapidly.

• Accurate

data

entry

and

attention

to

detail

for

maintaining

precise

records.

• Problem-solving

skills

to

independently

resolve

inquiries

and

administrative

challenges.

• Interpersonal

skills

to

build

positive

relationships

with

staff,

students,

parents,

and

vendors.

• Ability

to

remain

calm

and

effective

in

fast-paced

or

emergency

situations.

Abilities

• Work

independently

with

minimal

supervision

and

as

part

of

a

collaborative

team.

• Handle

a

high

volume

of

phone

calls

and

in-person

inquiries

efficiently

and

courteously.

• Maintain

confidentiality

of

sensitive

student,

staff,

and

district

information.

• Adapt

quickly

to

changing

priorities

and

unexpected

demands.

• Learn

and

competently

operate

new

technology

systems

relevant

to

the

role.

• Provide

clear

and

helpful

information

to

a

diverse

range

of

stakeholders.

• Demonstrate

initiative

in

identifying

and

addressing

administrative

needs.

PHYSICAL

REQUIREMENTS :

Indicate

according

to

the

requirements

of

the

essential

duties/responsibilities

Employee

is

required

to:

Never

1-33%

Occasionally

34-66%

Frequently

66-100%

Continuously

Stand

Walk

Sit

Use

hands

dexterously

(use

fingers

to

handle,

feel)

Reach

with

hands

and

arms

Climb

or

balance

Stoop/kneel/crouch

or

crawl

Talk

and

hear

Taste

and

smell

Lift

&

Carry:

Up

to

10

lbs .

Up

to

25

lbs.

Up

to

50

lbs.

Up

to

100

lbs.

More

than

100

lbs.

Vision

Requirements:

Yes

No

No

special

vision

requirements

Close

Vision

(20

in.

of

less)

Distance

Vision

(20

ft.

of

more)

Color

Vision

Depth

Perception

Peripheral

Vision

General

Environmental

Conditions:

Work

is

performed

under

normal

office

conditions

and

there

are

minimal

environmental

risks

or

disagreeable

conditions

associated

with

the

work.

The

typical

noise

level

is

considered

to

be

moderate.

General

Physical

Conditions:

Work

can

be

generally

characterized

as:

Sedentary

Work:

Exerting

up

to

10

pounds

of

force

occasionally

and/or

a

negligible

amount

of

force

frequently

or

constantly

to

lift,

carry,

push,

pull

or

otherwise

move

objects,

including

the

human

body.

RESPONSIBILITY

FOR

DIRECT

SUPERVISION

OF

THE

FOLLOWING

POSITIONS:

N/A

SECTION

IV:

CLASSIFICATION

HISTORY

AND

APPROVAL

This

Position

Description

reflects

an

accurate

and

complete

description

of

the

duties

and

responsibilities

assigned

to

the

position.

_____

____

Signature

-

Human

Resources

Date

Job

Classification

History:

Prepared

by

TS

5/2025

Board

Approval:

06/17/2025

Reviewed/updated:

Reviewed/updated: