Receptionist - District Office

JOB TITLE:                                RECEPTIONIST - DISTRICT OFFICE

DEPARTMENT:                                      Human Resources

REPORTS TO:                                        HR Manager

FLSA STATUS/CLASSIFICATION:         Non-Exempt; Level 3

SUPERVISORY DUTIES:                        None

APPROVED ON:                                     2/14/2023

SUMMARY:  Performs administrative and clerical duties including various typing, filing, mail distribution and related duties; greets and directs visitors, parents, students and staff.  Answers, screens and directs incoming phone calls. Coordinates all volunteers 

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Answers phones, providing superior customer service, and forwards calls or takes messages, if necessary; makes call-backs whenever needed
• Greets and assists or directs visitors
• Checks main phone system for messages and distributes to appropriate parties
• Maintains general knowledge of district activities
• Holds mail/materials for pick up by members of the public or district employees
• Answers questions about job openings and copies information for prospective employees
• Sorts and meters all incoming and outgoing mail, both postal and interoffice
• Pulls monthly reports from postal machine and maintains files relating to postage usage
• Maintains the postage machine including adding funds as needed
• Processes bulk mailings for all campuses
• Assists with UPS/Fed-X shipping and pickups
• Performs fingerprinting for all volunteers and new employees when needed
• Notifies HR Director of any volunteer reports with illegal activity 
• Maintains the calendar to reserve the District Conference Room
• Creates, maintains, and updates copies of district forms for both employee and public use
• Maintains a district scrapbook of newspaper articles
• Orders supplies for the District Office staff and receives incoming deliveries
• Assists with collection and documentation of tax credit donations

KNOWLEDGE, SKILLS & ABILITIES:

• Ability to operate standard office equipment
• Knowledge of phone systems and general office administrative operations
• Ability to communicate effectively verbally and in writing
• Ability to do mathematical computations
• Ability to maintain confidentiality
• Produce accurate work and complete assignments with minimal supervision
• Ability to apply common sense understanding to solve practical problems and deal with a variety of situations
• Ability to work courteously and  cooperatively with staff, students, parents and community members
• Knowledge of applicable Federal and State laws, district procedures and Board policies
• Ability to handle confrontation and conflict without an emotional response

QUALIFICATIONS & REQUIREMENTS: 

Education & Experience: 

• High School diploma or equivalent
• 1 year previous clerical or receptionist experience preferred
• Experience with modern phone systems
• Any equivalent combination of training, education and experience that meets minimum requirements
• Criminal justice/Fingerprint clearance

Computer Proficiency:  Demonstrates general proficiency in computer programs such as Microsoft Excel, Word, Google Suite, and job specific computer programs.

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 the 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 required to reach with hands and arms. The employee is frequently required to sit and occasionally stand and walk. The employee may be required to move ten pounds and could occasionally lift or move up to twenty-five pounds.   

WORK ENVIRONMENT:

Indoor office environment. This position regularly works indoors. The noise level in the work environment is generally quiet to moderate and may become excessively noisy at times. Will have contact with employees, external agencies and the public.

Disclaimer: The duties and responsibilities identified in this position description are illustrative only and are in no way intended to be a complete list of activities that may be required of an incumbent.  The information contained in this job description is for compliance with the American Disabilities Act (ADA) and is not an exhaustive list of duties performed for this position.  Additional duties are performed by the individual currently holding this position and additional duties may be assigned.