District Receptionist - Sand Springs Public Schools

Position for the 2025-2026 school year Title: Sand Springs Public Schools District Administrative Receptionist Location: 14 West 4th Street Sand Springs, OK 74063 Sandites.org Job Description: The District Administrative Receptionist is responsible for greeting all visitors courteously, determining their needs, checking for appointments, and directing them to the proper person/area. The receptionist is also responsible for answering the telephone, taking messages, directing calls appropriately, keeping assigned records, typing correspondence as needed, keeping a pleasant office atmosphere, and allowing visitors to enter a secure area. This individual will also be responsible for Frontline Management (employee attendance) and Substitutes (applications and management). Days/Hours: 250 days a year/7.5 hours daily (full-time) Benefits: Paid Full-Time Benefits, Five Days of Vacation (First Year), Accumulative Sick Leave Days (1 per contracted month of work), Option for Teacher Retirement Benefits Status: Non-Exempt Department: Human Resources Reports to: Assistant Superintendent of Human Resources, Kristin Arnold Evaluation: Annually Qualifications:

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily
• Organizational Skills
• Experience dealing with difficult people or situations
• Technology Skills (Google, Email, phones, faxes, Electronic Mail machine, iPad usage, Etc.)
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
• High School Diploma or equivalent

Responsibilities:

Summary: This position serves as the district receptionist for Sand Springs Public Schools and is responsible for welcoming all stakeholders into a secure environment. It is also accountable for confidential records regarding FMLA, Workers' Compensation, and other sensitive information and documents.

• Maintains SSPS Employee attendance and records/creates the OKSDE report for teacher attendance
• Maintains all records and documentation involving Worker's Compensation/Main Contact for Worker's Compensation
• Maintains all records and documentation involving FMLA/Main Contact for Family Medical Leave Act
• Sorts and distributes all school and Federal mail (including deliveries of boxes).
• Maintains and updates the District extension list (Phones)
• Maintain and utilize the security maintenance system to assist visitors' access to various departments throughout the building (using a district device- iPad)
• Establishes, maintains, and processes records
• Processes and maintains assignments for substitutes at all SSPS sites
• Assist with yearly contracts for substitutes
• Secures coverage when away from the office or on days off
• Keeps a record of new employees, resignations, and retirements for attendance purposes
• Works closely with site administrative assistants for accurate records
• Communicate with employees, supervisors, and administrative assistants for clarification
• Runs quarterly reports in Frontline Absentee Management for the SDE Accreditation Officer and Administration
• Greets and assists any visitor, student, or teacher politely and efficiently.
• Monitors the front entrance for access to the building
• Politely answers the telephone and takes appropriate messages
• Assists visitors and others to the right areas in the building
• Assist substitutes with the application process
• Processes substitutes into the SSPS system
• Calculates pay for substitutes for SSPS Payroll
• Assists with the preparation of CAP billing
• Manages a ProCard (credit card) for Identigo background checks
• Maintains annual district inventory
• Point of contact for office supply vendors, district purchasing, and billing
• Other duties as assigned

Knowledge/Skills/Ability:

• Computer literate
• Ability to follow all district policies and procedures
• Ability to work independently, displaying initiative and enthusiasm for the tasks being done
• Demonstrating strong communication skills, orally and in writing, with faculty, staff, team members, and administrators
• Ability to work without supervision and work as a team player
• Ability to document records accurately
• Ability to manage confidential information in a manner that respects students, families, and employees
• Ability to listen effectively

Language Skills:

• Ability to read and interpret general written instructions in the English language
• Ability to effectively communicate with supervisor, school personnel, and co-workers

Mathematical Skills:

• Ability to perform essential math functions such as addition and subtraction

Reasoning Ability:

• Ability to apply common sense understanding to carry out written and oral instructions
• Ability to define problems, collect data, establish facts, and draw valid conclusions

Physical Demands: This is an overview intended for compliance with the ADA it is not an exhaustive list of the duties to be performed. Reasonable accommodations may be made to enable individuals to perform the essential functions of a specific position.
Occasional Requirements : Lift/move up to 75 pounds, ability to administer CPR

Visual Requirements : Close, color, peripheral, depth perception, and ability to adjust focus

Hearing/Speaking Requirements : Adequate to exchange information Other: This job description is intended to accurately reflect the position's duties, responsibilities, and requirements. It is not intended to be and should not be construed as an all-inclusive list of all the duties, skills, or working conditions associated with the position. Sand Springs Public Schools reserves the right to modify, add, or remove duties and assign other tasks as necessary.