Receptionist, Administrative​/Clerical

Job Title

Receptionist

Classified

1

CTV
02

1.0

$4,238.92/month

District Office - Pleasanton, 5860 Owens Drive, 3rd Floor, Pleasanton, CA 94588

Tri Valley Career Center

The Chabot-Las Positas Community College District is seeking a Receptionist for Tri-Valley Career Center in Pleasanton, California.

Under supervision, perform a wide variety of office support and clerical duties and activities of a general nature in support of the assigned area; receive and direct telephone calls and visitors; provide information and assistance to the general public, students, and staff; receive, route, and distribute incoming and outgoing mail; and oversee and operate production copier and other assigned office equipment and machines for assigned area.

This is a grant/categorically funded position. Continuation of this position is contingent upon available funding on a year to year basis.

• Answer all calls and provide prompt, courteous, and accurate service; screen calls to determine proper destination; make station connections; take messages and relay information promptly.
• Handle emergency calls and procedures in accordance with established policies and procedures; monitor the emergency radio as necessary.
• Greet general public, students, and staff at the counter; provide directions and appropriate general information; ensure that the counter is equipped with relevant informational TVCC newsletters, maps of the area, and related items; ensure counter is equipped with paper, pens, staples, and related office supplies.
• Maintain related calendar of activities and schedules.
• Receive, sort, distribute, and deliver outgoing, incoming, and interoffice mail.
• Process outgoing mail; weigh, meter, and affix correct postage for various out-going mail.
• Accept all postal deliveries including special delivery, insured mail, registered mail, and all mail requiring special handling including flats, parcels, books, and films.
• Assist and advise staff with mail regulations, preparation, and costs.
• Maintain various records including those related to postage meter, bulk permit, postage due, business reply, first class pre-sort, and bulk accounts.
• Set-up and assign mail boxes to staff as needed.
• Distribute communication materials to staff.
• Oversee and operate assigned office equipment and machines including a production copier, fax machine, and other assigned office equipment and machines.
• Order and maintain office supplies including shipping supplies, postal machine supplies, and paper stock for copy and fax machines.
• Operate, clean, and perform minor adjustments on a variety of equipment including postal machine and copy and fax machines.
• Assist staff in setting up voice-mail and with phone issues; default voice mail; make display changes; call in phone repairs; test all extensions to ensure that they are operational.
• Accept paperwork from clients; may date stamp items; place items in staff mailboxes.
• Assign parking permits for staff as assigned; may give out parking passes to visitors and staff.
• As assigned, issue copy code to new staff; maintain listing of copier user codes.
• Assist in auditing bills as assigned including telephone, UPS, Fed Ex, OnTrac, and postage machine bills.
• Send out class schedules to local libraries and high schools; send out college catalog to colleges in California.
• Perform other related clerical tasks as assigned; type simple materials including staff listings and memoranda.
• Maintain necessary files, records and statistics for the mailroom and related equipment.
• Perform related duties as required.

Any combination of the following would provide a typical way to obtain the required knowledge and abilities.

Equivalent to the completion of the twelfth grade.

Some general clerical or office experience involving public contact.

Possession of an appropriate, valid driver’s license.

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

• Office procedures, methods, and equipment including computers and applicable software applications.
• Basic principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
• Mailroom procedures, methods, techniques, and equipment.
• Postal regulations, laws, procedure, and rates.
• Specialized terminology and procedures of assigned office.
• Operating characteristics of postal processing equipment.
• Principles and procedures of record keeping and filing.
• Mathematical principles.
• English usage, spelling, grammar, and punctuation.
• Inventory methods and practices.
• Traffic and safety laws, ordinances, regulations, and rules involved in vehicle operation.
• Occupational hazards and standard safety practices including proper lifting…