Job Description
Title: School Office Assistant/Receptionist - Bilingual
Reports to: School Administrative Coordinator
Department: Kayne ERAS School
Location: 5350 Machado Road, Culver City, CA
FLSA Status: Non-Exempt
Compensation: $19.35 - $21.20 /hr
Program Hours: Monday Friday, 6:30 am to 3:00 pm
Supervisory Responsibility: None
Position Summary
Provide high-level customer service and perform reception and clerical duties in support of staff, students, parents, and visitors. This position is highly visible and is the first contact many have with ECF. A professional appearance and demeanor is essential for this position.
Essential Duties and Responsibilities
- Answer a multi-line phone system; take messages or transfer calls as appropriate. Distribute messages, either written or via e-mail, in a timely manner. Ensure emergency or sensitive calls are given priority.
- Greet visitors and guests and ascertain the purpose of their visit; ensure the guest register is signed. Advise all visitors of parking constraints/requirements and notify Supervisor or Facilities/Maintenance Supervisor when parking violations occur. Issue name tags and contact the appropriate staff member for escorting. Provide applicants with an employment application and offer the current job listing for review.
- Maintain a professional atmosphere in the reception area at all times. Ensure the area is neat, clean, and clear of any food, drinks, or trash. Ensure the doors to the reception area remain closed and clear for through traffic. Assist with maintaining all Center-related information, notices, telephone directories, magazines and dated articles in the reception area. Prepare the Welcome Board monthly.
- Become familiar with all ECF sites, key staff, VIPs, Board Members, and donors in order to respond to questions and to facilitate routing of calls and mail.
- Receive and process incoming and outgoing mail. Sort incoming mail and place in staff mailboxes. Using postage meter, place correct postage on outgoing U.S. mail in preparation for pick-up. Deliver late outgoing mail to the Post Office at the end of each workday. Maintain and update postage meter machine and ensure the postage cost is accurate and up to date with current prices.
- Monitor Gradelinks daily attendance. Ensure Teachers have completed their attendance daily. Inform administration that attendance has been completed.
- Monitor daily absent students. Send a daily voice message to parents regarding their childs absence. Send an email to administration the reason why the students were absent. Mail an absentee student letter to parent when administration provides the information.
- Assist with students lunch applications. Clerical work.
- Provide clerical support, i.e., prepare new student information binders, fold & stuff mass mailings, letters, memos, etc. as assigned by the supervisor.
- Using Excel, update and distribute the Staff Directory at the beginning of each month.
- Maintain a list of Office and School Supply report. Send report to administration on each order request.
- Process requests for office and school supplies and place orders weekly. Coordinate distribution with clerical aide.
- Provide coverage to the administration receptionist as needed.
- Take messages from transportation drivers and deliver as needed to school administration.
- Input and maintain data into the Welligent electronic records system. Create and maintain services records for students receiving Adult Assistance (AA) and Bus Aide Services; update upon receipt of newly approved Individualized Education Plans (IEP). Maintain a list of LAUSD students funded for AA/Bus Aide service. Use Welligent to document attendance twice daily for bus aides and once daily for Adult Assistants. At the beginning of the month, prepare Adult Assistant and bus aide Monthly Service Logs (MSL) and submit to accounting.
- Assist school administration with record keeping as assigned which may include Report Cards, Transcripts, and Graduation Checklist. Enter grades into the student data bank at the end of each semester (regular school year and extended school year). Mail report cards to the students home.
Other Duties
- Comply with ECFs Injury and Illness Prevention Program. Ensure safe use and operation of tools and/or equipment.
- Comply with ECF policies and procedures, including mandated reporting requirements.
- Regular, reliable attendance.
- Perform other duties as assigned.
Qualifications
Education/Licenses/Certifications: High school diploma.
Experience: One year experience as a receptionist utilizing a multi-line phone system.
Knowledge/Abilities/Skills: - Ability to work independently, provide quality customer service, and take a non-confrontational approach to diffuse tense situations utilizing tact and diplomacy.
- Ability to communicate in a clear, concise manner both verbally and in writing.
- Proficient in Excel and Word processing with a high degree of accuracy.
- Pass a DOJ background investigation.
- Provide evidence of a negative TB test
- Ability to follow directions.
- Ability to multi-task and prioritize assignments.
- Ability to plan, organize and coordinate multiple projects.
- Ability to interact with all levels of the organization.
- Ability to deal appropriately with sensitive and confidential information.
- Computer literacy and proficiency in software applications including MS Office products: Word, Excel, Outlook, PowerPoint.
Requirements
- Pass a DOJ background investigation.
- Provide evidence of a negative TB test initially and every three years thereafter
Work Environment
This is a school environment for students (K12 th grade) who have varying degrees of learning, behavioral, emotional, and developmental disabilities. Employee may encounter individuals who are emotional and students who are in crisis, exhibiting emotional/psychological distress or behaving in an aggressive manner. Employee will be exposed to frequent interruptions, loud noise, odors, varying indoor temperature, and drafts.
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential responsibilities and functions of the job.
- Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer.
- Ability to lift and carry materials weighing up to 10 pounds.
- Ability to read printed materials and a computer screen.
- Ability to communicate in person and over the telephone.
Job Tags
Monday to Friday,