Administrative Assistant for Information and Public Relations - Bilingual - Vacancy ID: 180205
Closed Vacancy
Vacancy Details
Administrative Assistant for Information and Public Relations - Bilingual
District Service Center
1
N/A
Open until filled
Contact
Diane Austin
Personnel Specialist
608-829-9041
Position Details
As soon as possible
Commensurate with experience + excellent district benefits
8.0hrs per day (see details in Description)
Full Time
Work Schedule: 7:30 - 4:30 Monday through Thursday and 7:30 - 4:00 Friday, 260 days per year.
Front Desk Receptionist: Administrative Assistant for Information and Public Relations
Job Description Overview:
We are currently hiring for the position of Front Desk Receptionist who will report directly to the Director of Information and Public Relations. The ideal candidate for this role should be highly motivated and organized. As the Front Desk Receptionist, your primary responsibility will be to manage the front desk area and provide administrative support to various departments within the organization. You will also be working closely with the communications department to assist in planning and coordinating events.
Front Desk Responsibilities:
Greet and welcome guests upon arrival to District Services Center and ensure they are properly directed to the appropriate staff member
Answer phone calls and respond to inquiries from families and employees in a timely and professional manner
Manage the reception area to ensure it is clean and presentable at all times
Schedule appointments for staff members and maintain the appointment calendar
Manage incoming and outgoing mail and deliveries
Maintain accurate and organized files and records
Assist with administrative tasks as needed, such as data entry and filing
Maintain contact information, staffing lists, e-mail lists and other personnel information within the department and update as needed.
Support the Director of Information and Public Relations in organizing interviews for new job openings.
Approve room requests under the Facility calendar
Handle all MCPASD apparel orders through BSN sports
Manage coverage for front desk back-ups
Primary back-up for registration office, including supporting families with registration packets
Event Responsibilities
Provide support to the communications department by assisting in planning and coordinating of events by handling tasks such as printing certificates, ordering supplies, arranging for food and beverages, and other tasks as needed.
Assist in the creation of event materials such as invitations, signage, and programs
Collaborate with other departments to ensure successful execution of events
Events will include but not limited to Years of Service Recognition, Retirement Dinner, New Teacher Induction, Non-violent Crisis Intervention, Viterbo Classes and more.
Emailing groups, as needed, to give them information on upcoming events
Budget and Purchasing
Process purchase orders, purchasing cards, mileage and timesheets for the Director and others in the communications department, as needed.
Maintenance of Data
Develop and maintain spreadsheets or other systems of information management as needed.
Utilize the student information and learning management systems to complete and generate reports as requested.
Information Maintenance
Adhere to strict confidentiality of employee and student information.
Prepare materials for interviews including scheduling, copying of employment information, interview questionnaires, rubrics and reference materials.
Maintain organized records of evaluations, correspondence, and other information.
Training and Licensure:
The Administrative Assistant for Director of Information and Public Relations must have exceptional interpersonal, communication, and technological skills, including experience in the suite of Microsoft and Google tools. The ability to learn other technology solution tools for data management systems is required. While most duties are completed at the District Services Center, the ability to travel to other buildings may be needed. Thus, a valid WI Driver’s License is required. Candidates must have an associate’s degree or higher. Two years of successful clerical experience is preferred. Bilingual candidates are required.
Candidate Requirements
- Cover Letter
- Resume