CLASS SERIES TITLES:

Staff Receptionist I/II
Staff Receptionist I/II - Restricted

Performs a variety of responsible clerical office functions in support of a department or large work unit of the Santa Clara County Office of Education. Employees in this alternate class series receive direct to general supervision with a framework of standard policies and procedures. This alternate class series performs responsible clerical, reception, and office support functions. This alternate class series requires accurate record keeping, attention to detail as well as skill to effectively and tactfully greet and respond to inquiries from both employees and the general public.

The Staff Receptionist I/II alternate class series is distinguished from the higher Central Office Receptionist I/II alternate class series in that employees in the latter class series function as the receptionist for the central administrative office of the County Office of Education and receive limited supervision. The higher class is further distinguished its use of advanced skills in communication and public relations as well as independent judgement.

This alternate class series consists of Staff Receptionist I and Staff Receptionist II. Employees may be hired in either level depending on their level of knowledge, abilities, and skills. Employees initially hired in the Staff Receptionist I (entry-level) classification are expected to be reassigned to Staff Receptionist II (journey level) upon a period of one year.

TYPICAL DUTIES

• Functions as a department or large work unit receptionist providing information to or greeting visitors and the general public
• Operates a multi-button telephone system
• Receives incoming calls, announces callers, takes messages and/or refers caller to appropriate sources
• Places and completes calls as requested
• Receives, opens, date-stamps, sorts, and distributes incoming and outgoing mail
• Prepares and maintains records, logs, and filing systems pertaining to area(s) of responsibility
• Checks, verifies, and files a variety of materials including papers, invoices, forms and documents into appropriate file systems
• Compiles, proofs, assembles and organizes a variety of data/information as related to assigned functions
• Types/keyboards materials such as letters, correspondence, labels, requisitions, and forms from copy, drafts, tapes, or handwritten notes
• Assists all levels of staff providing information and assisting whenever possible.
• Orders forms, materials, supplies, and equipment upon approval
• Maintains office maps, telephone extensions list for staff, and routine operational records
• Receives, reviews, and verifies documents, records and forms for accuracy, completeness, and conformance to applicable rules, regulations, policies, and procedures
• May oversee the work of student assistants as assigned
• Assists in the development of forms and record-keeping systems
• Operates standard office equipment including a microcomputer, typewriter, calculator, fax machine, copier, printer, and other related peripheral equipment
• May use word-processing, database, and spreadsheet software application programs in the course of assigned duties
• Performs related duties as required.

Knowledge of:

• Office principles, practices, and methods
• Multi-button Telephone Systems
• Proper telephone techniques and etiquette
• Proper English usage, grammar, punctuation, spelling, and vocabulary

Ability to:

• Interpret and apply procedures, policies, and services of the County Office of Education
• Communicate effectively and tactfully in both oral and written form
• Operate telephone system and standard office equipment including, a microcomputer, typewriter, calculator, fax machine, copier, and printer
• Understand and carry out a variety of oral and written instructions
• Establish and maintain a variety of records and files
• Prepare routine correspondence, requisitions, and forms
• Write clear and concise messages

Keyboard/type accurately at a rate required for successful job performance

• Establish and maintain effective work relationships with those contacted in the performance of required duties
• Establish a friendly, helpful atmosphere and project a caring image of assistance to callers and visitors of the County Office of Education

May require:

• Some positions may require the ability to speak, read, and/or write in another language other than English as designated by the County Office of Education

Staff Receptionist I: Generally, the required knowledge, abilities, and skills would have been acquired through completion of filing, office practices, and other clerical office courses.

Staff Receptionist II: Generally, the required knowledge, abilities, and skills would have been acquired through at least one year of providing information to the general public or serving as a receptionist, or public relations representative.

Bargaining Unit: Office, Technical, and Business Services (OTBS) Unit
Personnel Commission Approval: July 5, 2000
Revised: May 22, 2003 (Added Restricted Class)