District Receptionist (Bilingual) (8406)

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.

QUALIFICATIONS:

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: 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.

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 Skyward 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.

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