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.
· 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.
· 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.
· 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
· High School Diploma or Equivalent
· A combination of experience, training and/or education to demonstrate proficiency in the knowledge and abilities listed is required
· 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
· Finger Dexterity
· Color Discrimination
· Peripheral Vision
· Speech Intelligibility in Quiet
· Speech Intelligibility in Noise
· Oral Comprehension
· Information Ordering
· Fluency of Ideas
· Auditory Understanding
· Oral Expression
· Speech Recognition
· Inductive Reasoning
· Written Comprehension
· Deductive Reasoning
· Selective Attention
· Written Expression