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Registrar/Receptionist @ District Office (Must be able to speak, read and write both Mandarin and English fluently)

San Marino Unified School District Logo
2/24/2014
Rebecca Gutierrez
rebecca@smusd.us
626-299-7000 329
1
12 months / 8 hrs per day / 40 hrs per week
Full Time
3/7/2014 12:00 AM Pacific
CSEA Salary Range 45, $3,751 - $4,160 monthly
Date Posted:
2/24/2014
Application Deadline:
3/7/2014 12:00 AM Pacific
Employment Type:
Full Time
Length of Work Year:
12 months / 8 hrs per day / 40 hrs per week
Salary:
CSEA Salary Range 45, $3,751 - $4,160 monthly
Number Openings: (At time of posting)
1
Contact: Rebecca Gutierrez Email: rebecca@smusd.us Phone: 626-299-7000 329
Job Description / Essential Elements: Print   

Registrar/Receptionist 

 

 

SUMMARY

Under the direction of an assigned supervisor, serves as a registrar/receptionist at the district office, processing registration for all new students to the district, (pre-kindergarten through twelfth grade) greeting and assisting visitors to the office; receives, sorts, distributes, and processes incoming, outgoing and internal mail and correspondence; performs a variety of routine clerical support duties as assigned.

 

REPRESENTATIVE DUTIES

·         Operate a multi-line phone system, directing calls to appropriate personnel using professional phone etiquette.

·         Respond to all inquiries related to residency, inter- and intra-district transfers, caregiver authorization and student visas.

·         Drive to homes as needed to in order to observe and verify student residency.

·         Collect and process all required registration forms

·         Coordinate, plan and participate in registration events

·         Keep abreast of legislative changes and all laws, rules and policies pertaining to the enrollment and registration of students

·         Process all documents related to enrollment, date of birth, immunizations, residency, caregiver status, home language survey, and other forms as appropriate

·         Verify and maintain up to date records of residency and inter-district permit status

·         Maintain district's student database

·         Process and forward registration information to appropriate school sites

·         Prepare and process inter-district master agreements

·         Prepare and distribute monthly enrollment reports

·         Prepare and distribute specialized enrollment reports as requested by administration

·         Coordinate meetings with elementary principals and human resources to monitor staffing projections

·         Take and relay messages as appropriate; provide general information to callers as needed.

·         Greet and assist visitors to the office.

·         Screen and direct visitors to appropriate district offices, school sites, and personnel.

·         Ensure that visitors sign in on appropriate registry sheet.

·         Receive, sort, distribute, and process incoming, outgoing, and internal mail and correspondence.

·         Contact staff regarding delivery of packages.

·         Perform a variety of routine clerical duties including making appointments, word processing, checking, proofreading, recording confidential information on records, filing and preparing, assembling and distributing materials.

·         Operate a variety of office equipment including a computer.

·         Operate two-way radios, public address systems, and/or radio paging equipment to locate, contact, and/or communicate with personnel.

·         Ensure that the receptionist area and phones are covered during working hours.

·         Maintain telephone personnel directory.

·         Accurately document and/or update information in written or electronic form to maintain complete records.

·         Post data in spreadsheets, update customer information, and log calls or work performed.

·         Assist secretarial staff in a variety of projects as assigned.

·         Assist English and non-English speaking parents and incoming students with enrollment packets and translate information into a second language if needed.

·         Monitor fire, intrusion, or other alarm systems to ensure security is maintained, and initiate action and/or notify necessary personnel when alarm(s) activate.

·         Schedule work assignments in order of priority and date received.

·         Prioritize workload and coordinate with associates to prioritize assignments.

·         Use interpersonal techniques with tact, patience and courtesy.

·         Understand, be sensitive to and respect the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disabilities and sexual orientation of applicants, administrators and staff.

·         Perform other related duties as assigned.

·         The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this classification.

 

 

MINIMUM QUALIFICATIONS

 

Knowledge of

·         Telephone techniques and etiquette.

·         Modern office practices, procedures, and equipment.

·         Simple record-keeping.

·         Operation of a variety of office equipment including a computer.

·         Correct English usage, grammar, spelling, punctuation and vocabulary.

 

Ability to

·         Answer telephones and greet the public courteously.

·         Perform general clerical duties including word processing, filing, and duplicating materials.

·         Receive, sort, and distribute mail.

·         Use basic math to maintain records.

·         Maintain simple records.

·         Perform simple and repetitive tasks.

·         Learn to operate a switchboard.

·         Send and receive emails and research information through the Internet.

·         Operate a computer and use related software.

·         Work effectively in a demanding environment.

·         Understand and work within scope of authority.

·         Respond to changing rules and regulations.

·         Schedule work.

·         Deal calmly and rationally with irate or upset parents, students, faculty or community members.

·         Prioritize workload and conflicting demands.

·         Demonstrate time management.

·         Use correct spelling, grammar and punctuation.

·         Communicate effectively both orally and in writing.

·         Communicate a positive public relations image for the office.

·         Establish and maintain cooperative and effective working relationships with others.

·         Use interpersonal techniques with tact, patience and courtesy.

·         Understand, be sensitive to and respect the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disabilities and sexual orientation of students, the public, administrators and staff.

·         Maintain consistent, punctual and regular attendance.

·         Develop and maintain effective interpersonal relations using tact, patience and courtesy

·         Use Microsoft Office Suite proficiently.

·         Master new computer based office software as required.

·         Use Excel proficiently

·         Fluent in both Mandarin and English

 

EMPLOYMENT STANDARDS

 

Education

·         High School Diploma or Equivalent

 

Experience

·         A combination of experience, training and/or education to demonstrate proficiency in the knowledge and abilities listed is required

 

Licenses/Certificates

·         Class C Driver's License is required

 

WORKING CONDITIONS WHICH MAY OCCUR

·         Work inside protected from weather 5 - 7 hrs/day

·         Work on surfaces that are flat and stable more than 7 hrs/day

·         Tasks performed with back bent or twisted while lifting or holding heavy items once or twice a month

·         Tasks performed while objects are lifted out of or put into cramped spaces once or twice a month

·         Tasks performed involve leaning, bending forward, kneeling or squatting once or twice a day

·         Tasks performed involve working with the wrists in a bent or twisted position once or twice a day

·         Tasks performed with the hands below the waist once or twice a day

·         Tasks performed with hands above the shoulders once or twice a week

·         Tasks performed with hands behind or to the sides of the body once or twice a day

·         Tasks performed while standing for most of the shift without anti-fatigue mats once or twice in 1 or 2 years

·         Tasks performed with arms or hands in the same position for long periods of time without changing positions or resting once or twice in 1 or 2 years

 

PHYSICAL ABILITIES

·         Finger Dexterity

·         Color Discrimination

·         Peripheral Vision

·         Speech Intelligibility in Quiet

·         Speech Intelligibility in Noise

 

MENTAL ABILITIES

·         Oral Comprehension

·         Originality

·         Information Ordering

·         Fluency of Ideas

·         Auditory Understanding

·         Memorization

·         Oral Expression

·         Speech Recognition

·         Inductive Reasoning

·         Written Comprehension

·         Deductive Reasoning

·         Selective Attention

·         Written Expression

 

 

Requirements for Applying

Cover Letter Resume 3 Letters of Recommendation

      Requirements for Applying

      Cover Letter Resume 3 Letters of Recommendation

          PLEASE NOTE: Must be able to read, write and speak both Mandarin and English fluently.

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          San Marino Unified School District



          Application Deadline: 3/7/2014 12:00 AM Pacific

          PLEASE NOTE: Must be able to read, write and speak both Mandarin and English fluently.

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