Campus Receptionist/Business Clerk

Horizon Montessori Public Schools•Pearland, TX

10h•Hybrid

About The Position

Under close to moderate supervision, this role provides reception and clerical support for the efficient operation of the campus office. Key duties include processing purchasing requests, requisitions, and purchase orders, performing general bookkeeping, and completing related clerical duties. The position requires maintaining confidentiality and supporting administrative personnel.

Requirements

High School Diploma or GED
1 year of clerical experience in an office setting
1 year of accounting or bookkeeping experience
Knowledge of basic accounting procedures.
Ability to use personal computer and software to develop spreadsheets, databases and do word processing.
Proficient in keyboarding, 10-key numerical data entry, and file maintenance.
Ability to identify and resolve problems in a timely manner.
Effective organization, communication, and interpersonal skills
Ability to prioritize and plan work activities and use time efficiently.
Ability to follow instructions and respond to supervisor direction and take responsibility for own actions.
Ability to maintain a high level of ethical behavior and confidentiality when dealing with student, staff and/or parent information.
Ability to meet challenges with resourcefulness and generate suggestions for improving work.

Nice To Haves

Ability to perform duties remotely and/or on a flex schedule, upon approval by superintendent, in response to pandemics, natural disasters, catastrophic events, etc. and will be subject to virtual/distance learning policies and procedures as set forth in employee handbook.

Responsibilities

Receive and direct incoming calls, take reliable messages, and route to appropriate staff.
Greet and direct campus visitors, maintain visitor log and issue visitor passes.
Maintain a tidy reception area.
Assist parents in checking students in and out of school.
Prepare and distribute student identification cards.
Assist with the receipt and distribution of student materials, including homework requests.
Receive, sort, and distribute mail, messages, documents, and other deliveries.
Administer medication to students, check temperatures, and notify parents of student’s illness in nurse’s absence as directed by principal.
Assist and coordinate with various departments including human resources to ensure applicable duties/assignments are completed.
Perform required office routines and practices (e.g., scheduling, copying, faxing, mailings, etc.) for the purpose of providing information and/or materials as needed.
Respond to inquiries from a wide variety of internal and external parties (e.g., staff, parents, students, public agencies, etc.).
Provide clerical assistance as needed including assisting with the scheduling of appointments.
Compile, maintain, and file all reports, records, and other documents as required.
Send emails and faxes on behalf of departments and/or campus administration.
Monitor and maintain copy machine daily to ensure machine is stocked with paper and toner and maintain supply inventory.
Communicate effectively with central office to ensure purchase orders, requisitions and purchasing necessities are processed timely and correctly in accordance with established procedures.
Assist staff including central office personnel in maintaining complete records on school activity accounts, running reconciliation reports as needed, verifying deposits, processing, and forwarding to central office.
Contact vendors to check on supply and equipment availability, invoices, request quotes upon need, purchase orders, contracts, and other issues as directed.
Maintain, process, and record all school budget transactions.
Process all outgoing school purchase orders (verify all purchases and attach proper documentation for submittal to central office for payment).
Order school supplies for all departments, maintain inventory, verify PO’s and deliver to staff.
Assist with distribution of inventory of employee uniforms.
Detect and resolve problems with incorrect orders, invoices, shipments, requisitions, etc.
May receive activity account(s) funds and be responsible for the maintenance of activity logs and monthly spreadsheets.
Process documentation and materials (e.g., mail, supplies, registration, collections, work orders, forms, field trip forms, receipts, requisitions, travel requests, etc.).
Maintain confidentiality.
Support Principal and other administrative personnel as directed.
Assist with planning, preparation, and setup of faculty meetings and campus activities.
Participate in staff development training programs to improve job performance.
Comply with policies established by federal and state law, State Board of Education rule, and local board policy.
Follow district protocols and emergency procedures.
Perform other duties as assigned.