Receptionist, Administrative​/Clerical

BASIC POSITION FUNCTION

Under general supervision, greets, screens, and directs visitors and the public to appropriate division and site personnel; provides information and assistance; answers and routes telephone calls using modern telecommunications systems; and performs a variety of clerical and administrative support duties in accordance with established procedures and District policies.

Positions in this classification serve as the primary public-facing representative of an assigned office or facility and are responsible for creating a welcoming, professional, customer-service-oriented environment. Incumbents require broad knowledge of District departments, programs, services, procedures, and personnel in order to appropriately assist and direct visitors and callers. The Receptionist exercises independent judgment in responding to inquiries, managing visitor traffic, prioritizing requests, and supporting reception area operations.

This classification is distinguished from Office Assistant classifications by its significant emphasis on public interaction, customer service, visitor management, and front-office operations.

Greets, welcomes, screens, and directs visitors, staff, parents, and members of the public to appropriate departments and personnel;

Answers, screens, and routes incoming telephone calls using modern multi-line telephone, voicemail, and communication systems;

Assists with scheduling appointments, meetings, conference rooms, and visitor coordination;

Receives, opens, sorts and distributes incoming mail and deliveries;

Prepares, formats, edits, enters, updates, and maintains records, correspondence, forms, reports, logs, and databases using standard office software and electronic systems;

Provides clerical support that may include data entry, document processing, ordering supplies, processing purchase requests, maintaining filing systems, updating contact lists, and distributing documents;

Provides accurate information regarding District programs, services, procedures, events, and office locations in accordance with established guidelines;

Monitors visitor access procedures and assists with site security protocols, visitor sign-in processes, and badge management as applicable;

Maintains a professional, organizing and welcoming reception area, and updates materials and various lists and logs;

Operates a variety of office equipment including computers, scanners, copiers, printers, postage equipment, and other office technologies;

Maintains confidentiality of information in accordance with District policies and applicable state and federal laws; and

Performs related duties as assigned.

One year of clerical, administrative support, receptionist, customer service, or front-office experience involving frequent interaction with the public.

* Alternate variations of education/experience may be considered by Personnel Commission staff as acceptable to qualify for participation in the examination process resulting in an eligibility list. When appropriate additional work experience beyond the minimum requirement may be supplemented for required minimum education requirements.

Persons with the knowledge, skills, abilities, and experience as stated are considered to have the necessary education.

• Modern office procedures, technology, and communication systems;
• Customer service principles and practices;
• Reception and visitor management practices;
• Business telephone etiquette and professional communication techniques;
• Correct English usage, spelling, grammar, vocabulary and punctuation;
• Applicable laws, regulations, and District policies regarding confidential information;
• Record keeping, filing, and document management systems;
• Microsoft Office Suite, Google Workspace, email systems and related software applications.

• Operate modern telecommunications systems, office software, and office equipment;
• Perform clerical work, including the operation of standard office machines;
• Follow oral and written instructions;
• Provide exceptional customer service to a diverse population;
• Maintain professionalism and composure while managing competing priorities and interruptions.
• Exercise sound judgment when responding to inquiries and directing visitors.
• Monitor and respond appropriately to visitor, security, and safety concerns.
• Learn, interpret, and apply District policies, procedures, and regulations.
• Work independently and collaboratively as part of a team;
• Demonstrate cultural…