Human Resources Specialist - District Receptionist - 226 Days (2023-2024)

SUMMARY:
Under moderate supervision, respond to inquiries from staff, students, parents, and the public; provide requested information and/or referral to the appropriate parties; direct visitors; and provide general clerical support for the efficient operation of the Human Resources Department.
Support and process the work for contractor and private instructor management and process all Volunteer applications for the District.
The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties and responsibilities noted herein, however, this list represents examples only, and is not a comprehensive listing of all functions and tasks performed by positions found in this job description.
• Model KISD core organizational beliefs and values; perform duties effectively and efficiently for the purpose of supporting and contributing to high student achievement.
• Provide program support and service delivery; communicate effectively within and across teams and participate in cross-functional work groups.
• Maintain a commitment to the District mission; model District expectations through personal leadership and actively support the efforts of others to achieve District goals.
MAJOR RESPONSIBILITIES AND DUTIES
Reception and Phones
• Receive and direct incoming calls, take reliable messages, and route to appropriate staff.
• Greet visitors (e.g., public, parents, students, substitutes, vendors, etc.), respond to their inquiries and/or direct them to appropriate personnel in accordance with District policies and procedures regarding building security.
• Maintain visitor log and issue visitor passes.
• Respond to emergency calls and notify appropriate parties to address immediate safety and/or security issues.
• Receive deliveries and disseminate materials and information to the appropriate parties.
Human Resources Support and Special Projects
• Manage the work-order (facility repairs/needs) system for the administrative/central office building.
• Manage the reservation room process for the building, including the calendar of events.
• Process all Contractors and Private Instructors applications; process criminal background checks for Contractors and Private Instructors.
• Maintain updated spreadsheet with approved Contractors and Private Instructors; communicate with the appropriate departments on this process.
• Process all District requests for drivers of District owned vehicles and process Department of Public Safety (DPS) drivers' backgrounds.
• Process all Volunteer applications for the District; process criminal backgrounds for Volunteers.
• Perform other related duties as assigned by the Executive Director of Human Resources.
Policy, Reports, and Law
• Maintain confidentiality.
• Develop and maintain systems for retrieval of information in support of all programs; compile, maintain, file, and secure all physical and computerized reports, records, and other required documents.
• Pursue Professional Development activities for self and assigned staff; ensure that Professional Development activities are aligned with District goals and initiatives and current professional research.
• Comply with all policies, operating procedures, legal requirements, and verbal and written directives.
• Comply with the Professional Code of Ethics and Standard Practices for Texas Educators.
• Follow District safety protocols and emergency procedures.
• Perform other related duties as assigned.
QUALIFICATIONS:
Education/Certification:
• High School Diploma or equivalent
• Associate Degree (preferred)
Experience:
• Three (3) years of clerical/secretarial experience (or related experience) in an office setting
• Experience in educational environment (preferred)
SPECIAL KNOWLEDGE/SKILLS/ABILITIES:
• Ability to operate multi-line phone system
• Effective public relations, organization, communication, and interpersonal skills
• Ability to speak, read, and understand English
• Ability to read and comprehend instructions
• Ability to effectively present information in one-on-one situations
• Proficient in keyboarding and file maintenance
• Proficient in Microsoft Word and Excell
SUPERVISORY RESPONSIBILITIES:
• None
MENTAL/PHYSICAL DEMANDS AND 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, frequent keyboarding and use of mouse; occasional reaching
Lifting:
• Occasional light lifting and carrying (less than 15 pounds)
Environment:
• Reception desk in the administrative/central office
• Work to be completed on-site from assigned school or building; regular exposure to noise and computer monitors
• No remote work
Mental Demands:
• Work with frequent interruptions; maintain emotional control under stress work; prolonged or irregular hours
INTENT AND ACKNOWLEDGEMENT:
This description is intended to indicate the kinds of tasks and levels of work difficulty required of positions given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit, or any way modify the right of any supervisor to assign, direct and control the work of employees under supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.