Receptionist, Administrative​/Clerical

Receptionist Purpose Statement

The job of Receptionist is done for the purpose/s of greeting and directing visitors, responding to inquiries from staff, the public, parents, students, etc. by providing requested information and/or referral to other parties; providing office management for school site; implementing support for a variety of administrative processes; assisting in the completion of school site daily procedures; providing secretarial support; and working with other school personnel, as assigned.

• Answer telephone system for screening calls, transferring calls, responding to inquiries and/or taking messages.
• Assist with personnel processes (e.g. resignations/terminations/retirements/ payroll/substitute schedules/ background checks, absences, etc.) for completing and distributing to proper administrator for approval.
• Coordinate a variety of processes (e.g. District Vehicle availability schedule, background checks, Para Educator testing, etc.) for ensuring accurate scheduling and implementation.
• Greet individuals entering the building (e.g. visitors, parents, students, vendors, etc.) for responding to inquiries; and directing individuals to appropriate location in accordance with established building security procedures.
• Handle mailing procedures (e.g. receiving, sending, and distributing mail, etc.) for ensuring daily mail preparation and delivery.
• Implement student processes (e.g. attendance, truancy procedures, student passes, student attendance, etc.) for preparing paper work and distributing through appropriate channels.
• Maintain reception area materials (e.g. job applications, newsletters, event calendars, etc.) for providing resource information to visitors.
• Maintain building information (e.g. use schedules, staff directories, emergency contacts, etc.) for providing reference information.
• Manage office inventory for ensuring adequate supply of items.
• Monitor school calendar and daily announcements for providing necessary support for conveyance of accurate daily information.
• Utilize multiple software systems (e.g. scheduling, copying, faxing, data entry, filing, etc.) to support office operations.

• Performs other related duties, as assigned, for ensuring the efficient and effective functioning of the work unit.

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill‑based competencies required to satisfactorily perform the functions of the job include preparing and maintaining accurate records; operating multiple software systems; classifying data and/or information; customer service; administering first aid; applying assessment instruments; operating equipment used; planning and managing projects;

and screening telephone calls.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi‑step written and oral instructions. Specific knowledge‑based competencies required to satisfactorily perform the functions of the job include business telephone etiquette; school site operation and procedures; grammar, spelling and punctuation;

office practices; and school site safety and security practices.

ABILITY is required to schedule activities and/or meetings; gather and/or collate data; and use job‑related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data;

and utilize job‑related equipment. Some problem solving may be required to identify issues and select action plans. Problem solving with data may require independent interpretation; and problem solving with equipment is limited. Specific ability‑based competencies required to satisfactorily perform the functions of the…