Immediate Need - Front Desk Receptionist

Secondary Campus Receptionist

Reports to: Administrator

Pay Grade: Office Professional/CS2

Work Days: 195

Wage/hour status: Non-Exempt

Created/revised: June 2019

Primary Purpose: Serving as the first point of contact, the Receptionist will grow and maintain community support for the district by providing the highest-quality customer service. The Receptionist will represent the district's culture and values when greeting parents, staff, and visitors.

Qualifications:

Education/Certification:

High School diploma or GED

College hours related to human resources/business coursework or comparable from an accredited college or university recognized by the US Department of Education preferred

Special Knowledge/Skills:

Knowledge of standard building reception center operations, procedures and practices

Skill in operating multi-line phone system and efficiently answer questions and route calls as necessary

Skill in operating computer for data entry/information retrieval plus basic office equipment such as copier, fax, scanner

Skill in assisting telephone and walk in customers simultaneously using proper telephone etiquette and customer service techniques in a fast, friendly, and flexible manner

Skill in good listening and evaluating situations to anticipate business needs and responding accordingly

Skill in proper English grammar, syntax, formatting, spelling and punctuation (written and verbal) and proofreading

Skill in operating MS Office (Word, Excel)

Skill in mathematical calculations, data entry, and detailed numerical/clerical work

Ability to remain focused, calm, positive, and productive in a highly visible, busy environment and during periods of fluctuating workloads.

Ability to multi-task, prioritize work, and efficiently process a high volume of customers

Ability to work independently as part of a team

Ability to maintain confidentiality of privileged and sensitive information

Ability to maintain professional behavior, appearance, and work ethic to represent the school district in a positive manner at all times

Ability to communicate effectively with tact and diplomacy and provide a high level of customer service to parents, students, employees, administrators, elected officials, co-workers, outside agencies and organizations, vendors, and the general public

Experience:

Three years of verifiable secretarial/clerical experience assisting the public in a professional office setting.

Two years of clerical work experience for a large organization in a previous receptionist role preferred.

Bilingual in Spanish preferred.

Major Responsibilities and Duties:

1. Greet and direct all walk-in guests in a friendly professional manner to include guests completing the sign in process.
2. Address a wide variety of inquiries, questions, and requests from internal/external guests, customers, team members and the general public both in person, through a multi-line telephone switchboard, and email.
3. Answers calls quickly and efficiently in a friendly professional manner and routes calls to the most appropriate person.
4. Returns to calls placed on hold giving the caller the opportunity to continue holding or leave message.
5. Takes and relays accurate messages.
6. Notifies appropriate team member(s) within the building of guest arrivals.
7. Responds to emails using appropriate correspondence to ensure a positive, consistent, and accurate representation of Humble ISD.
8. Manage all lobby administration activities including incoming and outgoing mail, packages, communication and filing to ensure a smooth workflow while maintaining order and cleanliness of the area.
9. Coordinates with facility maintenance any Lobby Area repairs, clean up items, light replacements, and furniture relocation.
10. Coordinates with technology services any Lobby Area troubleshooting and/or repairs related to cameras, computer equipment/peripherals, and/or telephone/fax equipment.
11. Reports any security concerns immediately.
12. Serve as the point of contact for evacuations/fire drills and ensures that all exits in the Lobby Area are clear from obstruction.
13. Be available to provide support outside traditional hours for special events and meetings.

Communication:

1. Maintain a positive and effective relationship, good judgement, and decision making when interacting with parents, students, employees, administrators, District and Elected officials, co-workers, outside agencies and organizations, vendors, and the general public
2. Maintain the right balance of common sense, empathy, and business acumen
3. Provide outstanding customer service.
4. Be available to provide support outside traditional hours when crisis communication services are needed.

Other:

1. Maintain confidentiality of privileged and sensitive information when received and distributed to appropriate.
2. Attend professional growth activities to keep abreast of innovations related to position.
3. Maintain an organized work environment.
4. May provide office professional support and serve in other department areas.
5. Perform other duties as assigned.

Supervisory Responsibilities: None

Equipment Used: District camera and telephone equipment, personal computer, printer, copier, scanner, and fax machine

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors Maintain emotional control under stress Frequent contact with variety of people on a daily basis Occasional prolonged and irregular work hours flexibility with schedule preferred Occasional overtime hours Work with frequent interruptions in an opened environment Prolonged sitting with moderate standing, stooping, bending, pushing, pulling, and lifting Prolonged use of equipment and computer with repetitive hand motions Close visual acuity to perform activities such as preparing and analyzing data and figures, viewing computer terminal, and/or extensive reading Daily attendance and punctuality are essential functions of the job

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Approved by Date Reviewed by Date

Humble ISD