Receptionist, District (Bilingual Preferred) (REVISED) (10175)

District Receptionist

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, handling administrative tasks, and maintaining a welcoming, organized environment.

Education/Certification:

• High school diploma or GED
• Fluent in Spanish

Special 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

Experience:

• One (1) year of clerical experience in an office setting

Characteristic Duties & Responsibilities:

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.

Human Resources:

• Prepare, maintain, and submit required federal and state reports in accordance with established requirements and deadlines.
• Assist with posting and maintaining job vacancies for the district.
• Review and update job descriptions as needed to ensure duties, qualifications, and position information remain current and accurate.
• Assist with new hire orientation.

Other:

• 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.

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