CLASS TITLE: Central Office Receptionist I/II
DESCRIPTION OF BASIC FUNCTION AND RESPONSIBILITIES
Performs a variety of responsible clerical office functions in support of central office services of the Santa Clara County Office of Education. Employees in this job class receive limited with a framework of standard policies and procedures. This job class performs responsible clerical/office, reception, and operational support functions. This job class 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 Central Office Receptionist I/II job class series is distinguished from the lower Staff Receptionist I/II class series in that employees in the latter class function as a receptionist for a department or work unit receiving direct to general supervision. The higher class is further distinguished its use of advanced skills in communication and public relations as well as independent judgement.
Functions as the primary central office 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
Oversees 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.
Office principles, practices, and methods
Multi-button Telephone Systems
Proper telephone techniques and etiquette
Proper English usage, grammar, punctuation, spelling, and vocabulary
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
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
TRAINING AND/OR EXPERIENCE
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