District Receptionist

Job Title

**District Receptionist**

Evaluation Type

**Paraprofessional**

Location/Department

**Service Center/Human Resources**

Pay Grade

**P5**

FLSA

**Non-Exempt**

Date Revised

**May 2024**

Supervisor

**Director of Human Resources**

**BASIC FUNCTION & RESPONSIBILITY**:Under direct supervision, the District Receptionist serves as the first point of contact for parents, staff, and visitors entering the school district office. This position plays a vital role in providing exceptional customer service, managing administrative tasks, and maintaining a welcoming and organized environment.

**CHARACTERISTIC DUTIES & RESPONSIBILITIES**:The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

**KNOWLEDGE, SKILLS & ABILITIES**:

- Ability to operate multi-line phone system
- Effective public relations, organization, communication, and interpersonal skills
- Ability to speak, read, and understand English and Spanish
- Ability to read and comprehend instructions
- Ability to effectively present information in one-on-one situations
- Proficient in keyboarding, data entry, and file maintenance
- Strong organizational abilities with attention to detail and the capacity to manage multiple tasks efficiently.
- Ability to follow verbal and written instructions

**ENTRY QUALIFICATIONS**:High school diploma or GED, Fluent in Spanish

**EXPERIENCE**:
One-year clerical experience in an office setting

**Reception and Phones**:

- Receive and direct incoming calls, take reliable messages, and route them to appropriate staff.
- Greet and assist visitors (e.g., public, parents, students, staff, vendors, etc.) in a courteous and professional manner, directing them to the appropriate personnel or resources as needed while maintaining district security expectations.
- Manage incoming and outgoing mail, packages, and deliveries, distributing items to appropriate recipients in a timely manner.
- Maintain visitor log and issue visitor passes.
- Maintain a tidy and organized reception area, ensuring all necessary forms, documents, and informational materials are readily available to visitors.
- Perform general clerical duties, including data entry, filing, copying, and scanning documents, to support the human resources department and others within the district office.
- Respond to emergency calls and notify appropriate parties to address immediate safety and/or security issues.

**Badge System**:

- Take staff pictures for badges.
- Assign badge access based on position, campus, and eligibility.
- Inactivate and remove badge access for all outgoing employees.
- Monitor badge access on a daily basis to ensure we are following all safety protocols.
- Check Syward for access eligibility.

**Other**:

- Ensure all employees have two valid forms of identification for I9 purposes.
- Maintain digital files using office software to maintain accurate records, including employee rosters, reports, and mailing lists.
- Offer clerical support across various departments as required to ensure efficient office operations.
- Uphold strict confidentiality regarding sensitive information related to students, families, and staff in accordance with district policies and regulations.
- Collaborate effectively with colleagues and other departments to ensure smooth operations and provide support as needed.

**EQUIPMENT USED**:
Multi-line phone system and personal computer

**SUPERVISION EXERCISED**:None

**Mental Demands/Physical Demands/Environmental Factors**:

- Tools/Equipment Used: Standard office equipment including personal computer and peripherals; multi-line phone system
- Posture: Continuous sitting
- Motion: Repetitive hand motions including reaching. Frequent keyboarding and use of mouse.
- Lifting: Occasional light lifting and carrying (less than 15 pounds)
- Environment: Reception desk in the administrative/central office
- Mental Demands: Work with frequent interruptions; maintain emotional control under stress