District Receptionist

at  Fort Bend Independent School District

Description
Job Overview
Serves as the Receptionist District to a large school district administration building by providing customer service in a fast paced environment. Can efficiently handle an average of 300 or more incoming calls through the District “switchboard” application system which includes emergency/escalated calls related to ALL district emergency notifications impacting campuses/departments, routing calls and responds to various requests for information related to all district departments and campuses. This is done while simultaneously receiving, greeting, and screening all stakeholders who visit the district’s administration building person with a friendly and helpful approach. Performs a variety of general clerical tasks in support of the Communications department.

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in classrooms, offices, work stations and meeting rooms.
The position requires occasional walking, standing, sitting, bending, stooping, kneeling, crouching, crawling, and lifting/carrying work related items weighing less than 40 pounds, such as books, papers and presentation materials. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Attendance at conferences and professional development is required. Work involves everyday risks and discomforts which require normal safety precautions when operating equipment or performing job duties. May work prolonged or irregular hours and must be able to maintain emotional control under stress.

Additional Information

• Fine motor skills required to operate telephonic equipment at assignment. Excellent vocal characteristics. Most tasks are performed in a sedentary work environment. Attributes include those required in normal, everyday activities including sitting, walking, standing, bending and reaching. Ability to type/operate computer keyboard. Ability to transfer, move, and shelve supplies and materials weighing 20 pounds or less manually or with assistance. High volume of phone calls at times; work is subject to frequent interruptions. Assignment may involve contact with irate students, parents, or the public. Must be able to handle stressful situations as necessary.

Primary Location: TEXAS-SUGAR LAND
Work Locations: ADMINISTRATION BUILDING 16431 LEXINGTON BLVD. SUGAR LAND 77479
Job: Staff
Organization: DEPARTMENT
Position Calendar: 238JUL
School Year:2024-2025
Salary Grade: 403
Unposting Date: Jun 21, 2024, 11:59:00 P

• Receive and respond to a high volume of telecommunications and emails utilizing the district’s “switchboard” Cisco Unified Attendant Console at the district’s administrations building
• Greets, screens, and processes visitors for approximately 15 departments into the administration building using the Raptor visitor management system and Teams communication
• Must maintain a calm and professional demeanor during times of high traffic when interruptions, disruptions and a stressful activity interferes with the flow of work
• Ability to effectively respond to the demands of public inquiries, communicate skillfully in stressful situations using conflict resolution strategies, and respond appropriately
• Ability to effectively work and communicate with all stakeholders from diverse cultures, language groups and backgrounds
• Ability to maintain a high level of confidentiality with all things concerning district personnel and all high level stakeholders (ie. board members, elected officials, community leaders and business holders)
• Perform duties related to the district emergency management procedures which includes emergency district recorded messages which might require district support remotely
• Acquire and stay up to date with district wide events, procedures, all campus and department personnel and district campaigns
• Maintain a shared system of district personnel, room locations and telephone extensions to expedite relaying of calls
• Receive and report telephone problems to district IT department
• Report immediately the presence of any visitor who bypasses the reception desk and/or any suspicious activity or unusual behavior
• Perform other routine general clerical tasks, assisting other clerical/secretarial staff as assigned, utilizing standard office equipment as necessary while maintaining a neat and professional shared workspace
• Update and maintain district distribution lists (ie. Department Teams group chat, government officials, Gold Card members, attendees to district level events)
• Assist the communications team with the execution of high visibility district and after hours events.

Supervisory Responsibilities

• None

Qualifications
Qualification Requirements

To perform this job successfully, an individual must be able to perform each of the above essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities, required unless otherwise stated as preferred. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentials functions.

• High School diploma or GED Including or supplemented by commercial/business course work
• Minimum of 3 years of receptionist experience that includes switchboard operations
• Minimum of 3 years of clerical experience
• Minimum of 2 years of experience with Cisco Unified Attendant Telephone System (or other “switchboard” system) and Raptor applications preferred
• Bilingual (Spanish)
• Excellent verbal and written communication skills
• Proficient in the use of computer applications such as Microsoft Word, Excel, Outlook and Teams
• Ability to research information on the internet
• Excellent knowledge of business office procedures, practices, and equipment; appropriate phone procedures and etiquette
• Provide support to department and campus receptionists as a resource for information and guidance
• Ability to understand and follow written and oral instructions
• Ability to establish and maintain successful working relationships with the public, school system staff and fellow employees
• Possesses a congenial personality with the ability to converse in a professional manner in all situations
• Excellent human relations and interpersonal relations skills