District Receptionist/Volunteer Trainer

Job Title:District Receptionist/Volunteer Trainer
Wage/Hour Status: Nonexempt
Reports to: Executive Director of Communications
Pay Grade: 5
Dept./School: Central Office
Date Revised: December 2023
Primary Purpose:
Responsible for providing reception and clerical assistance for the efficient operation of the district, as well as serving as the district Volunteer Trainer
Qualifications:
Education/Certification:
High School Diploma
Special Knowledge/Skills:
Ability to operate multi-line telephone system
Ability to use personal computer and software
Proficient typewriting, keyboarding, and file maintenance skills
Excellent organizational, communication, and interpersonal skills
Ability to follow written instructions
Ability to speak in front of a group of individuals
Ability to train adults to participate as a district Volunteer
Bilingual
Experience:
One year of clerical experience in an office setting
Major Responsibilities and Duties
Office and Supply Management:
Manage the office in a manner consistent with the values perpetuated by the school district, serving as the primary point of contact for the community and representing the school district and foundation by handling incoming and outgoing phone calls. Provide administrative and clerical support for the Executive Director, which may include copying, typing, producing mailings, scheduling meetings, etc., and assisting the Executive Director in all office management activities, which include ordering and managing office supplies.
Reception and Telephones

1. Answer and direct incoming calls, take reliable messages, and route them to appropriate staff.
2. Update phone recording to reflect appropriate office hours and holidays.
3. Greet and direct visitors to the central administration office.
4. Assist the public, staff, and students as needed.
5. Assist the public with submitting employment applications online.
6. Monitor and maintain supplies for the operation of the district reception area.
7. Maintain District Visitor's Log

Volunteer Training

1. Lead training in the area of district volunteers.
2. Maintain training documents and presentation
3. Actively recruit individuals to serve as a volunteer
4. Maintain a district list of volunteer organizations within the district

Organizational Climate/Morale

1. Assist with the scheduling of meetings
2. Promote a positive and welcoming climate
3. Employ effective and supportive communication skills with teachers, students, and
   Parents.
4. Maintain a positive and effective relationship with other campus personnel.
5. Maintain confidentiality of information.

District Events

1. Actively seek out district events to keep all online calendars current and accurate.
2. Update School Board Meeting dates on all online calendars
3. Ensure the adopted school year calendar is reflected on all web calendars.
4. Ensure testing dates are reflected on appropriate calendars.
5. Draft Calendar Submissions for local newspapers and the chamber of commerce to be approved executive director of communications for submission
6. Create and maintain current event documents for Senior Staff and Board of Trustees.
7. Assist the Executive Director of Communications and Marketing with planning and setting up all district events. (Convocation, Tamalada, UCISD Dinner and Awards, etc.)

District Name Badges

1. Prepare name tags for district personnel, volunteers, and others.
2. Create and maintain templates for the different categories of name tags such as volunteer, staff, student, etc.
3. Maintain a database of labeled (first, last name, campus) staff pictures taken with ID Machine for future use.

Foundation & District EventsAssist all staff members with administrative tasks associated with the Foundation and District to help execute events. Support all special events and activities conducted by the Foundation and District, including keeping RSVP lists for small donor receptions and board activities.
Community Relations

1. Articulate the district's mission and goals to the community.
2. Maintain confidentiality with information provided

Personal Growth and Development

1. Model behavior that is professional, ethical, and responsible.
2. Participate in professional development to improve skills related to the job assignment.

Other:

1. Distribute mail, messages, and other documents.
2. Maintain reports, employee rosters, and mailing lists.
3. Prepare mailings and mailing labels.
4. Provide clerical assistance as needed.
5. Maintain the district Contact List
6. Report to work on time and absent with a good cause.
7. Perform other duties as assigned.

Mental Demands/Physical Demands/Environmental Factors
Frequent interruptions.
Prompt use of the multi-line telephone system.
Provide assistance with other campus duties as needed.
Length of Duty: 226 Days