RECEPTIONIST

JOB DESCRIPTION

 

QUALIFICATIONS:        

     1. High school diploma or equivalent

2. One year of related experience and/or training
3. A basic knowledge of computers and the ability to operate printers, photocopiers, fax machines and adding machines/calculators
4. Bilingual (Spanish)-a plus

 

REPORTS TO:                     K-1 Receptionist—K-7 Principal

                                          2-7 Receptionist—Executive Director

                                           8-12 Receptionist—8-12 Principal

 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES*

Communication

• Operates a multi-line phone system. Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel. Retrieves & disseminates voice messages. Takes and delivers messages when personnel are unavailable by placing messages in corresponding mail slots, or transferring incoming callers to appropriate voice mails.
• Receives, prints and posts Committee Agendas and minutes. Files approved minutes in corresponding binders stored in the workroom.
• Welcomes parents, students and visitors and determines nature of business, and announces visitors to appropriate personnel. Maintains the reception area in an orderly fashion to represent NECP with an inviting atmosphere.
• Demonstrates courtesy & tact with students, parents, staff and the community, ensuring confidentiality, representing North Easy Carolina Prep in a positive manner.
• Monitors student late arrivals and early departures by maintaining a sign in/sign out register. Issues excused or unexcused admission slips to students upon late arrival, depending on the reasons for being late. Also issues passes for use during the school day.
• Answers questions about North Easy Carolina Prep and provides callers with address, directions, and other information.
• Receives, sorts, and distributes mail and publications. Facilitates the receipt & shipment of all NECP purchases. Distributes packages when possible, notifying staff of the arrival of their orders.
• Maintains outside vendor Catalog files, keeping the most current available to staff.
• Assists all staff and volunteers with their general ?how to? questions, regarding the use of the copiers, fax, phones, etc. Retrieves and routes incoming faxes.
• Receives payments for field trips, lunches, and other products and services.
• Prepares and routes forms brought in by students and families.
• Prepares copies and distributes daily announcements, according to the approved Administrative schedule.
• Performs other clerical duties as needed, such as filing, sending out correspondence as directed by the supervisor, photocopying, and collating.

 

Recordkeeping

• Assists with student information (e.g. grade reporting, test results, attendance information.) and files in the student cumulative folders (CUM Files) on a timely basis.
• Maintains master forms book and ensures supplies of forms are available in the forms center.
• Assists with bulk mailings (i.e., report cards.), labeling and mailing. Labels and mails approved letters to families as necessary.
• Maintains a folder of reception desk procedures.
• Sends out and collects student withdrawal information from school.
• Files and maintains attendance records, special education files, grades, test results, pictures and other documents upon request.
• Assists the Administrative Manager with daily activities, such as printing certificates, compiling mailings and maintaining the forms center.
• Creates fieldtrip forms, (providing the information to the appropriate staff involved), compiles and tabulates the fieldtrip information and provides the final information to the appropriate staff. May assist in setting up class substitutes under the guidance of Administration.
• Processes report cards, pulling the appropriate data, printing the report cards and mailing the report cards out.
• Works with Administrative Manager to monitor student academic eligibility for extracurricular activities.
• Performs other duties as assigned.

 

*The above statements describe the general nature and level of work being performed by individuals assigned to this job. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so employed.

 

TERMS OF EMPLOYMENT:  Ten month employment/Contract/FLSA Exempt

 

 

EVALUATION:  The performance of the K-1 Receptionist and 8-12 Receptionist will be evaluated by the Principal and the 2-7 Receptionist by the Executive Director.