School Receptionist

Position Purpose:

The purpose of the school receptionist is to provide clerical and administrative support to the overall school community. The school receptionist will courteously greet members of the school community both in-person and over the phone, communicate information as needed, and provide a broad array of support to administration, students, staff, parents and visitors. This confidential clerical work requires an ability to work in a fast-paced environment with many interruptions and with an ability to perform multiple tasks simultaneously.

Essential Functions (The following list is illustrative of both broad and specific tasks and responsibilities. It is not intended to detail every task or responsibility.):

• Act as receptionist, greeting visitors, answering telephone calls in a pleasant and efficient manner, and communicating effectively in routine, sensitive, and confidential situations.
• Evaluates situations for the purpose of taking the appropriate action and/or directing to the appropriate personnel for resolution.
• Organize and maintain an efficient office that handles a variety of tasks for the administration, faculty, students, and parents of the school.
• Distribute mail and handle correspondence of the office, responding to routine requests for information and transcribing, word processing, and proofing letters and responses.
• Type, reproduce, and distribute notices to staff, students, and parents.
• Ensure that all communications from the office meet proper written and oral English standards.
• Make announcements and operate the school’s intercom system.
• Create and maintain a clean, attractive, orderly, safe, and efficient office environment.
• Recommend to the school administrative assistant and/or principal or designee improvements needed in the office procedures or operations.
• Communicate to the principal or designee any unusual situations.
• Assist the principal or designee and staff in handling interruptions and emergencies calling for assistance when necessary.
• Work cooperatively with staff in other offices with the completion of large or time-sensitive projects or emergencies.
• Keep informed about school and district activities and any other information necessary for the functioning of the office.
• Maintain confidentiality of student, staff, and district issues and observe data privacy requirements
• Work with school faculty to collect, track, and maintain student emergency information, and communicate with faculty, students, and parents regarding missing information.
• Prepare standardized documents and reports (e.g. form letters and memos, calendars, bulletins, periodic reports, etc.) for the purpose of communicating information to other parties and/or agencies.
• Respond to questions from a variety of internal and external sources (e.g. staff, other educational institutions, the public, parents and/or students, etc.) for the purpose of providing information and/or direction.
• Performs general clerical duties, including word processing and correspondence for staff.  Copies, files, emails, send faxes and uses the internet as necessary.
• Maintains office security by locking and unlocking doors, filing cabinets, securing checks, cash, and personal data.
• Perform other clerical and administrative duties for the purpose of ensuring the efficient and effective functioning of the school as directed by the principal.

Knowledge, Skills, And Abilities:
 
Knowledge: 

• Perform basic math, including calculations using fractions, percents, and/or ratios.
• Read a variety of manuals, write documents following prescribed formats, and/or present information to others.
• Understand complex, multi-step written and oral instructions. 
• Other specific knowledge-based competencies required to satisfactorily perform the functions of the job include business telephone etiquette, office equipment/software, and English grammar, punctuation, and spelling.

Skills and Abilities: 

• Perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. 
• Operate standard office equipment such as desktop or laptop computers and pertinent software applications (Microsoft Office and Google Applications), fax machines, copy machines, and multi-line telephone.
• Perform standard clerical procedures such as filing, gathering, collating, and/or classifying information/data.
• Must have the ability to schedule activities and/or meetings.
• Flexibility is required to work with others in a variety of circumstances,
• Analyze data utilizing defined but different processes.
• Operate equipment using defined methods. 
• Work with a wide diversity of individuals
• Problem-solving is required to identify issues and create action plans. 
• Attention to detail
• Meet deadlines and schedules, working under time constraints, maintaining confidentiality, and working with frequent interruptions.

Educational Requirements And Experience:

High school diploma or equivalent is required.
Prior office experience preferred.
Must be able to keyboard accurately at a moderate rate of speed.
 
FLSA Status:  Non-Exempt
200-day classified contract (10-month contract)