Receptionist

SUPERVISORY RESPONSIBILITIES

None.

SUMMARY

Responsible for performing general receptionist/office assistant duties under the direction of the Secretary II.

DUTIES AND RESPONSIBILITIES/ESSENTIAL FUNCTIONS

Answers all incoming telephone calls, take messages, and direct calls to the appropriate person or agency department, including Suspected Child Abuse and Neglect (SCAN) team calls.

Refers clients to appropriate staff members or service area departments.

Furnishes general information to the public.

Assists in maintaining an accurate filing system, promotes transition and maintaining a paperless system.

Types business letters, memorandums, reports, contracts, budgets, minutes, forms, correspondences accurately and in proper format.

Operates and assists in maintaining a variety of office equipment; computer, fax machine, 10-key calculator, printers, copy machines, binding machine, electric paper punch machine, typewriter, laminator, folding machine and postage meter unit, etc.

Process, reviews, sorts, stamps, opens and distributes incoming/outgoing mail. Maintains an electric incoming/outgoing mail distribution log.

Picks up imprest checks from Finance Department and logs into "check" binder in Head Start Central Office. Notifies Secretary II that the check has been received.

Manages the reception area cordially greeting clients, parents and staff.

Refers questions to appropriate staff in a timely manner.

Logs in and processes copy work request for all service areas.

Schedules, approves or rejects conference room meeting requests in Outlook calendar.

Assists in the program's movement toward a computer-based, paperless document system.

Assists with the checkout of office/technology equipment. (Audio Visual (AV)/Public Address (PA) systems, laptops, tablets, paper cutters, electric hole punch machine, etc.)

Registers staff at Pre-Service/In-Services.

Brings concerns/problems to the attention of the Secretary II in a timely manner.

Attends and participates in conferences, meetings and trainings, as required.

Models professionalism for staff, parents, children, clients, and community members. Promotes a collaborative environment within the service areas, program, and agency.

Maintains strict compliance with universal precautions.

Adheres to the American With Disabilities Act (ADA-2010) which prohibits discriminatory actions toward children and/or adult with disabilities. In particular, children with disabilities enrolled in the classroom as mandated by Federal Law.

Maintains confidentiality of records and information on Head Start 0 to 5 staff, children and families.

Travels to all Head Start 0 to 5 centers/sites as needed.

Actively encourages and embraces diversity.

Travels for agency business using reliable transportation.

Maintains regular attendance and punctuality.

Works evenings and weekends as required.

Performs other duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION:

High School diploma or GED.

EXPERIENCE:

One (1) year receptionist/general clerical experience required.

OTHER REQUIREMENTS:

Bilingual English/Spanish or other secondary language preferred based on the needs of the clients and the program.

Proficient in Microsoft Office Suite and related business software. Ability to accurately type 45 words per minute.

Demonstrate the use of effective organizational skills.

Effective presentation, written and verbal communication skills.

Good mathematical aptitude and accuracy.

Ability to work and interact with diverse populations to develop and maintain supportive, respectful, and empowering relationships with families, co-workers, and the community.

Willing to work non-traditional hours and days to meet the needs of this position.

Maintain a valid California driver's license, reliable transportation and adequate auto insurance as required by State law. Proof of insurance will be required.

Pass required reference checks and fingerprint clearance under Title 22 regulations: Department of Justice/FBI, Criminal Record Statement Child Abuse Central Index (CACI) and background investigation as needed prior to employment.

Physical examination, TB screening clearance and signed federal criminal record declaration are required within 7 days after employment.

Obtain a valid AB 1207 Mandated Reporter Certification prior to first day of employment.

Pass and maintain Basic Pest Management in a Child Care Settings annual certification as required by the California Healthy Schools Act (HSA).

Immunized against influenza (flu), pertussis (whooping cough) and measles. The influenza vaccination must be obtained annually during flu season, August 1 through December 1. A person is exempt from the immunization requirements for the following circumstances:

1. The person submits a written statement from a licensed physician declaring that because of the person's physical condition or medical circumstances, the immunization is not safe.

2. The person submits a written statement from a licensed physician providing that the person has evidence of current immunity to pertussis (whooping cough) and/or measles.

3. The person submits in writing declaration that he or she has declined the influenza (flu) vaccination. This exemption only applies to the influenza (flu) vaccine.

Former Head Start 0 to 5 parents preferred.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk and hear. The employee frequently is required to stand, walk, and reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

REV. 9/5/2023

Shift Schedule:

Monday-Friday

8:30am-5:00pm