The Substitute Clerical/Front Office Secretary provides temporary clerical and administrative support to ensure the efficient operation of a school or department office during the absence of a regular staff member. The substitute serves as a welcoming and professional point of contact for students, families, staff, visitors, and community members while assisting with routine office operations, communications, recordkeeping, and student support. Because assignments may vary by location, substitutes must be flexible and able to follow established school division and building procedures.
REQUISITE EDUCATION AND EXPERIENCE
High school diploma or equivalent required. Ability to communicate effectively and professionally with students, families, staff, and visitors. Strong organizational skills and attention to detail. Ability to follow oral and written instructions and established procedures. Basic computer skills, including the ability to use email, word processing, and web-based systems. Ability to operate standard office equipment, including telephones, copiers, printers, and scanners. Ability to manage multiple tasks and interruptions in a busy office environment. Ability to maintain confidentiality and appropriately handle sensitive student, employee, and school information. Dependable, punctual, and able to work independently with appropriate supervision. Previous clerical, administrative, customer service, or school-based experience preferred.
KNOWLEDGE, SKILLS & ABILITIES
Provides clerical and administrative support to the school or department office. Greets students, families, staff, visitors, and community members in a courteous and professional manner. Answers and directs telephone calls, takes messages, and responds to routine questions or directs individuals to the appropriate staff member. Assists with maintaining a safe and orderly front office by following established visitor management, student release, and building security procedures. Assists with student arrival, dismissal, early release, and other front office procedures as assigned. Receives and distributes mail, deliveries, forms, and other materials. Performs routine clerical duties such as filing, copying, scanning, data entry, preparing documents, and maintaining records. Assists with attendance, student records, or other school-based administrative functions as directed and when appropriately trained. Communicates routine information to staff, students, and families in accordance with established procedures. Maintains confidentiality of student, employee, and school information in accordance with applicable laws, policies, and procedures. Provides basic assistance to students who report to the front office and promptly refers health, safety, behavioral, or other concerns to the appropriate staff member. Follows emergency, safety, and security procedures established by MPCS and the assigned work location. Maintains an organized and professional office environment. Follows instructions and priorities provided by the principal, supervisor, or designated office staff. Performs other related duties as assigned.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following duties are representative of the work performed. This list is not intended to be all-inclusive. Serve as the primary receptionist by greeting visitors and answering telephone calls in a professional and courteous manner. Provide written and verbal translation and interpretation services in English and Spanish for students, families, and staff. Schedule parent conferences and assist administrators and teachers by interpreting during meetings when needed. Maintain accurate student attendance records and related documentation. Process, maintain, and report confidential student information in accordance with division procedures and state regulations. Receive, sort, and distribute incoming mail, packages, and deliveries. Prepare correspondence, reports, forms, and other documents for school administration. Provide administrative and clerical support to the principal and assistant principals. Assist with training and supervising student office assistants. Ensure substitute employees complete required daily sign-in and timekeeping procedures. Maintain office records, files, and reports. Communicate effectively with students, parents, staff, and members of the public regarding school procedures and operations. Assist with special projects, school events, and other office functions. Perform other duties as assigned by the principal or designee.
PHYSICAL REQUIREMENTS
This position operates in a professional school office environment and requires regular interaction with students, staff, parents, and visitors. The work environment includes the school main office, conference rooms, and other administrative areas, with occasional movement throughout the school building. Noise levels may range from low to moderate depending on daily school activities. The position requires prolonged periods of sitting while using a computer, as well as frequent standing, walking, bending, reaching, and carrying out routine office tasks. Regular use of office equipment, including computers, telephones, printers, copiers, scanners, and other standard office technology, is required. The employee must be able to lift and carry office supplies, files, packages, or equipment weighing up to 10 pounds on a regular basis and occasionally up to 25 pounds. Clear verbal communication, active listening, and visual attentiveness are essential to effectively assist students, families, staff, and visitors. The position requires the ability to manage multiple priorities, maintain confidentiality, and work efficiently in a fast-paced environment while providing exceptional customer service. Occasional travel between school buildings or attendance at division meetings may be required.
CLEARANCES
(Conditions for employment): Criminal Justice Fingerprint/Background Clearance Tuberculosis Screening
EQUAL OPPORTUNITY EMPLOYER
The Manassas Park City School Board is an equal opportunity employer, committed to nondiscrimination in recruitment, selection, hiring, pay, promotion, retention or and other personnel actions affecting employees or candidates for employment. Therefore, discrimination in employment against any person on the basis of race, color, creed, religion, national origin, ancestry, political affiliation, sex, sexual orientation, gender, gender identity, age, pregnancy, childbirth or related medical conditions, marital status, military status, genetic information or disability is prohibited, as required by federal and state laws and regulations. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. This job description is intended to reflect the general nature and level of work performed by the employee. It is not intended to be an exhaustive list of all responsibilities, duties, skills, or working conditions associated with the position. Management reserves the right to modify, add, or remove duties and to assign other responsibilities as necessary.
