Receptionist

This position does not require a Civil Service exam.

Purpose: The Receptionist will have the primary responsibility of knowing specific office functions and staff of the building/department and involving coordination of the prompt meeting of visitors with staff members who are best able to meet their needs. Additionally, the Receptionist will perform related clerical tasks such as screening telephone calls, taking messages, making extension connections, pulling appropriate files, filing documents, maintaining lists of names of persons who have passed through the reception area on a particular day, and typing various documents, letters, memoranda and other material. The Receptionist will also have the primary responsibility of being the "face" of the building/department and ensuring all patrons receive a warm and friendly greeting. This Result Oriented Job Description is in conjunction with the job description provided by the Wayne County Civil Service.

Core Values:

As a Pal-Mac staff, we believe that we can achieve our vision and accomplish our mission if, in all of our work, we focus on clearly defined and consistently demonstrated core values.

In all of our actions and interactions we:

• Focus on students
• Value the power of positive relationships
• Act with integrity and honesty
• Work with a purpose, striving for excellence, pride and passion
• Approach experiences with an open mind and a willingness to grow
• Foster safety and a sense of belonging

Expected Results:

1. The Receptionist will ensure the day-to-day functions of the building/department will be accomplished by:

• Receiving visitors, answering telephone calls and providing requested information or making appropriate referrals to staff members of the assigned department.
• Operating a telephone desk-top console at a reception desk, taking messages, giving general information and connecting calls with proper offices;
• Pulling material from files and making simple file searches in answer to telephone or visitor requests;
• Performing reproduction and collating duties allied to receptionist duties;
• Performing clerical work including opening and distribution of mail and related files;
• Maintaining simple account records concerning matters referred to the office where the position is assigned, which may involve operating an adding machine or other office equipment, i.e. computer.
• Typing letters, emails, and memoranda from handwritten or draft copy;
• Typing various documents, contracts and other materials as requested;
• Scheduling and resolving appointments; entering advance schedules into calendars and rescheduling appointments;
• Verifying and entering information;
• Collecting payments for services, making changes and recording transactions;
• Eliciting, entering and updating information;
• Collecting attendance information and entering services that were provided;
• Assisting in maintaining records;
• Ensuring a customer service work atmosphere with a focus on pleasantly welcoming all guests and ensuring confidentiality;
• Substituting for other clerical staff members during absences, lunch breaks and in the event of illness.

2. The Receptionist will ensure all parents, students, community members, employees, and all visitors to the Palmyra-Macedon CSD will experience the Pal-Mac Way by:

• Greeting parents, students, community members, employees, and all visitors with a friendly and helpful attitude.
• Displaying a customer service approach when working with others in person or on the phone.
• Being attentive to the needs of all individuals who request their assistance.
• Communicating clearly, both verbally and in writing.
• Utilizing their skills to de-escalate a situation when other people are in a heightened or excited state.

3. The Receptionist will assume other duties, projects, and responsibilities as assigned by the Building Administrator or Department Supervisor/Director.

Evaluation:

The Receptionist will report to the Director of Instructional Support Services and be evaluated by the District approved document.

The Receptionist will possess the following minimum qualities, qualifications, skills, and/or abilities:

• Graduation from high school or possession of a high school equivalency diploma; or one year of clerical experience.
• Physical condition commensurate with the demands of the position.
• Fingerprint clearance through New York State Office of School Personnel Review and Accountability.
• Evidence of an open, collaborative style that fosters a sense of teamwork and common purpose.
• Proven people skills and is an effective communicator with a sense of humor. The successful candidate will be positive, approachable, and respectful of others.
• Willingness to become an active, engaged and visible member of the Pal-Mac community.
• A clear communicator in oral and written language, including electronic communication.
• Work collaboratively with other staff members, administrators, students, and parents.
• Use problem-solving and critical thinking skills.
• Listens first.