Cape Henlopen School District
Cape Henlopen School District is hiring: Administrative Assistant II - Reception
Cape Henlopen School District, Lewes, DE, US
Administrative Assistant II - Receptionist / Human Resources JobID: 1311 Position Type: Administrative Assistant (Secretarial)/Administrative Secretary II (Senior Secretary) Date Posted: 12/12/2025 Location: District Office or other site Closing Date: 12/21/25 Additional Information: Show/Hide
GENERAL INFORMATION:
Administrative Assistant II - Receptionist / Human Resources District Office Full-time (12-month position) SALARY: State and Local salary based on educational experience. For approximate salary, click here:BENEFITS:
Required Qualifications: Associates Degree or Equivalent General Description: The Administrative Assistant in the District Office front reception area ensures that the Cape Henlopen School District Office is prepared for business during established operating hours. This individual courteously greets all visitors, assesses their needs, and directs them to the appropriate staff or location for assistance. The position is also responsible for answering and routing all incoming phone calls, providing accurate information as needed. Success in this role requires the ability to multitask in a fast-paced environment while maintaining a consistently professional, courteous, and helpful demeanor. Additionally, the Administrative Assistant provides support to the Human Resources Department as needed. Essential Duties and Responsibilities- Professional Responsibilities
- Communicates effectively, both orally and in writing.
- Works independently and demonstrates initiative.
- Collaborates effectively as a team member.
- Greet and assist visitors, ensuring a welcoming and professional atmosphere.
- Assist with student registration process.
- Engage in continuous professional development to stay current with best practices and district requirements.
- Performs job functions with tact and discretion.
- Maintains regular attendance and punctuality.
- Handle sensitive information with discretion and maintain confidentiality.
- Handle Absence Management requests for District office and Fred Thomas Buildng employees.
- Reserve and issue district vans to Fleet certified drivers.
- Adhere to district policies regarding the privacy of student and personnel records.
- Creates new and functional systems to make the front office run smoothly and efficiently.
- Assist the Human Resources Department with tasks such as processing substitute employment applications, summer school hires, and scheduling interviews.
- Other duties as assigned.
- Secretarial Skills
- Answer incoming calls, provide information, or route calls to the appropriate individuals.
- Manage a multi-line phone system and handle inquiries efficiently.
- Provide administrative support to district office staff, including scheduling appointments, managing calendars, and coordinating meetings.
- Maintain accurate and organized records, files, and databases.
- Creates emails, correspondence and communications pertinent to the district office, when necessary. Review documents for errors and ensure all communications are clear and professional.
- Disseminate important information and announcements as directed.
- Manage office supplies and inventory, ensuring that necessary materials are available and ordered in a timely manner.
- Coordinate the use of office equipment and troubleshoot minor issues. Be certain office equipment is maintained and working properly. (copier, postage meter, intercom, and phone systems)
- Supports new staff with the onboarding process.
- Maintains a database for substitutes, including the application process, onboarding of new hires, and updates or changes for current substitutes.
- Coordinates all functions associated with the mail room, including sorting, distributing, stamping, etc.
- Office Management Skills
- Demonstrates thorough knowledge of office management abilities, including office practices, procedures, and systems.
- Maintain an organized workspace and manage office supplies efficiently.
- Proficient in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
- Address and resolve administrative issues effectively and efficiently.
- Anticipate potential problems and implement solutions proactively.
- Knowledge
- Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, Microsoft office (word/excel), Google Drive/Docs) managing files and records, designing forms, and other office procedures and terminology.
- English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. (Spanish skills are also helpful)
- Computers and Electronics - Knowledge of computer software, including applications such as AESOP, Data Service Center (DSC), Frontline Central, Recruiting and Hiring, Droplet.
- Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services.
- Administration and Management - Knowledge of coordination of people and resources.
- Skills
- Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
- Speaking - Talking to others to convey information effectively.
- Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
- Writing - Communicating effectively in writing as appropriate for the needs of the audience.
- Service Orientation - Actively looking for ways to help people.
- Abilities
- Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.
- Oral Expression - The ability to communicate information and ideas in speaking so others will understand.
- Written Comprehension - The ability to read and understand information and ideas presented in writing.
- Written Expression - The ability to type correctly and communicate information and ideas in writing so others will understand.
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