District Receptionist (Bilingual) (7767)

Job Description

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