Receptionist, Special Programs and Services (2026-2027 School Year) (10086)

JOB DESCRIPTION

Job Title

Receptionist, Special Programs & Services

Evaluation Type

Non-Exempt

Department

Special Programs & Services

Pay Grade

P6

FLSA

Non-Exempt

Date Revised

June 2026

Supervisor

Associate Director of Special Programs & Services

BASIC FUNCTION & RESPONSIBILITY: Under moderate supervision, organize and manage the routine activities necessary for the operation of the special education department, with special focus on purchasing, inventory, and customer service.

QUALIFICATIONS:

Education/Certification:

• High school diploma or GED

Special Knowledge/Skills/Abilities:

• Knowledge of school district organization, operations, and administrative policies
• Ability to multitask numerous complex administrative activities
• Highly proficient skills in keyboarding, word processing, and file maintenance using Google applications supported by the District
• Excellent interpersonal, organizational, and communication skills
• Requires good mathematical skills
• Ability to evaluate data and statistics and translate into a format which meets the needs and requirements of the administration and department
• Ability to use personal computer and software to develop spreadsheets and databases and do word processing
• Ability to initiate and complete projects and programs
• Ability to research, compile, analyze, and report data clearly

Experience:

• Three (3) years of secretarial experience, preferably in a public education environment

CHARACTERISTIC DUTIES & RESPONSIBILITIES: The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

Front Office & Guest Relations:

• Reception: Greet visitors, manage the front desk, and route incoming inquiries.
• Communication & Mail: Process incoming/outgoing mail, distribute packages, and route Homebound faxes.
• Translation Support: Provide bilingual translation and interpretation services for parents and staff as needed.

Facility & Materials Operations:

• Logistics & Maintenance: Coordinate conference room scheduling; submit and track maintenance/custodial requests.
• Inventory & Purchasing: Monitor and order office supplies; manage inventory for MAC supplies and prep.
• IT Asset Coordination: Facilitate IT equipment check-in/out, submit IT support tickets, and process department IT app purchases.
• Financial Administration: Coordinate the distribution of travel checks.

Program Support, Records & Compliance:

• Child Find Intake: Field initial Child Find inquiry calls and manage intake scheduling.
• Homebound Monitoring: Actively track the Parent Report of Student Health Condition spreadsheet for new entries.
• Feedback Tracking: Monitor and compile data from ARD and Section 504 feedback forms.
• Records & Document Control: Sort, process, and file GORTs; maintain, organize, and secure the department vault and files.

Accounting:

• Perform routine bookkeeping tasks, including simple arithmetic operations, for the designated administrator.
• Prepare and process department purchase orders and payment authorizations.
• Order and maintain inventory of supplies and program equipment.
• Assist with department budgetary matters; develop and maintain.
• Process staff travel reimbursement reports for department staff.

Other:

• Act as confidential assistant to the administration; perform clerical duties relating to personnel and confidential matters.
• Maintain confidentiality of sensitive information according to the Family Educational Rights to Privacy Act (FERPA)
• Receive, sort, and distribute mail and other documents to department staff.
• Receive, store, and issue supplies and equipment for the department.
• Keep informed of and comply with all state and district policies and regulations concerning primary job functions.
• Promote a positive image to the school and community.
• Positively communicate and represent the District and Department vision/mission
• Assist in the development of policies and procedures for the Department of Special Programs and Services
• Assist the Department of Special Programs in basic functions and project completion.
• Attend department and campus meetings as required by Department Administrative staff.
• Attend training as determined appropriate by Department Administrative staff.
• Communicate and collaborate with campus/department staff to enhance service delivery and customer/staff satisfaction.
• Perform other job-related duties as assigned.

SUPERVISION EXERCISED: None

MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS:

• Tools/Equipment Used: Standard office equipment including personal computer and peripherals
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions including frequent keyboarding and use of a mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (less than 15 pounds)
• Environment: May work prolonged or irregular hours; occasional districtwide travel
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress