District Office & Technology Administrative Assistant

District Office & Technology Administrative Assistant - Vacancy ID: 275535
Vacancy Details
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Position Details
Serves as the primary receptionist for the Lake Geneva Schools District Office and as the administrative assistant to the Director of Technology, and provides administrative support to the Technology Department and the District Office.
As the primary receptionist, this position is the first point of contact for the District Office, greeting every visitor and answering the main District Office phone line, and is responsible for ensuring the front desk is staffed and welcoming throughout the workday.
The District Office & Technology Administrative Assistant plays a pivotal role in supporting the efficient and effective functioning of the school district's administrative team. This position involves a wide range of administrative tasks and responsibilities to ensure smooth daily operations and facilitate communication both within the district and with external stakeholders. This position manages phone calls, emails, and inquiries from staff, parents, and community members, and disseminates important information to relevant parties as directed. As assistant to the Director of Technology, this position manages the Director's calendar and correspondence, supports department operations, and works with the Director to manage the technology budget.
This is a full-time, year-round Professional Support Staff position with a competitive salary range and benefits.
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Essential Duties and Responsibilities:
- Serve as the primary receptionist and first point of contact for the District Office:
- Greet and assist visitors in a friendly, helpful, customer-focused manner
- Answer the main District Office phone line in a pleasant and efficient manner
- Screen and direct visitors to appropriate district offices, school sites, and personnel
- Ensure that the reception area and phones are covered during working hours, arranging backup coverage for breaks and absences
- Maintain a welcoming, organized front office and visitor sign-in procedures
- Initiate the enrollment process for new students in the school districts
- Collaborate with the district SIS Specialist and the building administrative assistants
- Efficiently handle the enrollment process for new students
- Assist District Office Administrators as needed, including but not limited to routine clerical support, special projects, and meeting logistics
- Serve as administrative assistant to the Director of Technology:
- Track deadlines, follow up on action items, and help the Director prioritize projects
- Maintain Technology Department files, records, and documentation, including confidential information
- Serve as a point of contact between the Director, building staff, families, and vendors
- Process staff account requests for new hires and departures in coordination with Human Resources
- Support new hires with technology resources and basic onboarding tasks
- Schedule vendor visits, installations, repairs, and technology trainings
- Work with the Director of Technology and the district business office to manage the technology budget
- Maintain records of technology contracts, software licenses, subscriptions, and renewal dates
- Assist the Director of Communications and Community Engagement
- Write and proofread materials
- Assist with planning and logistics for community events, forums, and listening sessions
- Provide general administrative support as needed
- Maintain digital signage at the district office
- Communicate effectively in routine, sensitive, and confidential matters
- Maintain appropriate levels of confidentiality for information
- Operate standard office equipment, i.e., computers, fax, copiers, telephones
- Operate phone system, directing calls to appropriate personnel using professional phone etiquette
- Take and relay messages as appropriate; provide general information to callers as needed
- Receive, sort, distribute, and process incoming, outgoing, and internal mail and correspondence
- Perform a variety of routine clerical duties, including making appointments, word processing, checking, proofreading, recording confidential information on records, filing, preparing, assembling, and distributing materials
- Performs duties in a safe and effective manner
- Follows the philosophy, policies, and procedures of the District.
- Performs other related duties as assigned.
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The employee has frequent contact with students and members of the community. While performing the responsibilities of this position, the employee is regularly required to engage in conversations and is required to utilize communication skills, such as speaking and listening. The employee is required to sit, stand, and walk at regular intervals throughout the workday. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Essential functions require a high level of concentration and attention to detail. The physical demands and work environment characteristics described above and within the job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employed shall remain free of any alcohol and non-prescribed controlled substances in the workplace throughout their employment in the district. |
- High School Diploma or Equivalent
- Excellent customer service skills, excellent communication skills, and the ability to manage multiple priorities
- 2 – 4 years of administrative assistant or office experience preferred.
- Knowledgeable in using Google Applications, Microsoft Office, student information systems (such as PowerSchool), and basic office equipment
- Experience with budgeting, purchasing, or bookkeeping preferred
- Excellent organizational and problem-solving skills
- Self-starter, friendly, and highly motivated
- A collaborative team member who can take direction and complete projects on time
- Bilingual (Spanish) skills are preferred
Candidate Requirements
- Cover Letter
- Resume
- Letters of Recommendation