District Office Secretary / Communication Specialist

Position Type: Secretarial/Clerical/Receptionist Date Posted: 5/28/2026 Location: Yamhill Carlton School District Office Date Available: 07/29/2026 District Office Secretary / Communication Specialist Purpose: Under the direction of the Superintendent, serves as receptionist at the district office, greeting and assisting visitors to the office; receives, sorts, distributes, and processes incoming, outgoing and internal mail and correspondence; performs a variety of routine clerical support duties as assigned. Essential Duties and Responsibilities include the following:Operate standard office equipment, ie: computers, fax, copiers, telephones, and have proficiency with related software (excel, word, PowerPoint, publisher, etc. )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.Greet and assist visitorsScreen and direct visitors to appropriate district offices, school sites, and personnel.Ensure that visitors sign in on the appropriate registry sheet.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.Ensure that the receptionist area and phones are covered during working hours.Maintain telephone personnel directory.Accurately document and/or update information in written or electronic form to maintain complete records.Post data in spreadsheets, update employee information, log calls or work performed.File/ Organize & maintain filesPerform other related duties as assigned. General Performance Requirements:Perform duties in a courteous and efficient manner that builds the confidence of staff, students, and the public in the Yamhill Carlton School District and enhances learning.Observe laws, district policies and procedures, and professional standards for the position.Establish and maintain effective working relationships with school personnel, parents, students and the public; work collaboratively as a team member.Carry out work responsibilities with strong organizational skills effectively under pressure of deadlines, difficult situations, interruptions and new or emergency conditions.Respect confidential information and the privacy of students, staff and parents by maintaining a high level of confidentiality both in and out of the school setting.Develop job skills necessary to meet changes in the position.Maintain personal appearance and hygiene appropriate to the position as defined by the district.Meet applicable district physical ability/health and safety guidelines for the position. Qualifications:Ability to answer telephones and greet the public courteously.Ability to perform general clerical duties including word processing, filing, and duplicating materials.Ability to receive, sort, and distribute mail.Ability to use basic math to maintain records.Ability to maintain simple records.Ability to perform simple and repetitive tasks.Ability to send and receive emails and research information through the Internet.Operate a computer and use related software.Work effectively in a demanding environment.Understand and work within the scope of authority.Respond to changing rules and regulations.Demonstrate time management.Ability to use correct spelling, grammar and punctuation.Ability to communicate effectively both orally and in writing.Ability to communicate a positive public relations image for the office.Ability to establish and maintain cooperative and effective working relationships with others.Understand, be sensitive to and respect the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disabilities and sexual orientation of students, the public, administrators and staff.Ability to maintain consistent, punctual and regular attendance.Ability to develop and maintain effective interpersonal relations using tact, patience and courtesyAbility to use Microsoft Office Suite proficiently. • Master new computer based office software as required. Physical Demands: The physical demands described here 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. While performing the duties of this job, the employee is regularly required to talk and hear. The employee is regularly required to stand and use hands to finger, handle, or feel objects, tools, or controls.The employee is required to frequently walk (occasionally on an uneven surface), occasionally sit and reach with hands and arms (frequently reaching above the shoulder), stoop, kneel, crouch or crawl. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perceptions and the ability to adjust focus.The employee may be exposed to blood borne pathogens.The employee is occasionally exposed to outside weather conditions.The employee regularly must lift, move and/or carry 50 pounds, frequently lift and/or move up to 80 pounds with assistance and occasionally lift and/or move more than 100 pounds with assistance. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Regular attendance is required in accordance with District philosophy and is a consideration in performance reviews.The noise level in the work environment is usually moderate to occasionally high. Note: The description contained herein reflects general details as necessary to describe the principle functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload. YCSD believes that every individual makes a significant contribution to our success. The administration reserves the right to modify, add or remove duties as necessary that still reflect the essential functions of the department. It is our expectation that every employee will offer his/her services wherever and whenever necessary to ensure the success of YCSD's goals. Yamhill Carlton School District recognizes the diversity and worth of all individuals and groups. It is the policy of this district and the board of education that there will be no discrimination or harassment of individuals or groups in any education programs, activities or employment. YC provides equal access to individuals with disabilities. Yamhill Carlton School District provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, marital status, national origin, age, disability or genetics. For more information see District Policy GBA-Equal Employment Opportunity. Reasonable accommodations for the application and interview process will be provided upon request and as required in accordance with the Americans with Disabilities Act of 1990 and the Americans with Disabilities Act Amendments Act of 2008 (ADA). Individuals with disabilities may contact the director of human resources for additional information or assistance at 503-852-6980. Speech/Hearing impaired persons may contact the district for assistance through the Oregon Telecommunication Relay Service at 1-800-735-2900 or 711. FLSA Status: Non-exempt Salary - $25.10 - $28.40 an hour / 8 hours a day Benefits - $1615 a month towards Medical, Dental and Vision Insurance Contract Days - 220 PERS - 6% Employer paid