SANTA CLARA COUNTY OFFICE OF EDUCATION

Personnel Commission

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.

DISTINGUISHING CHARACTERISTICS

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.

TYPICAL DUTIES

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.

EMPLOYMENT STANDARDS

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

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