Central Office Receptionist

Job Description

Contract Length: 252 Days

Exempt/Nonexempt: Non-Exempt

Reynoldsburg City Schools is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. At Reynoldsburg, our educators embody the principles outlined in Our Portrait of an Educator, inspiring students to innovate, collaborate, and excel. For more information, visit https://www.reyn.org/about-rcs/mission-vision-values.

Primary Job Function: The Reynoldsburg City Schools' Central Office Receptionist is responsible for managing the district's front reception desk, welcoming visitors, enforcing building access control protocols, operating the multi-line telephone switchboard, processing student work permits and transcript intake requests, coordinating incoming and outgoing mail and parcel distribution, and providing general clerical support for central office operations.

Minimum Qualifications:

• High school diploma or GED Certificate.
  
• One to two (1-2) years of clerical, receptionist, or customer-facing administrative experience.
  
• Demonstrated competence in Microsoft Office applications (Word, Excel, Outlook) and Google Workspace.
  
• Demonstrated skill in exercising tact, patience, and discretion when communicating with students, parents, staff, public officials, and the general public.
  
• Satisfactory completion of state and federal criminal background checks (BCI/FBI).

Preferred Qualifications:

• Prior clerical or receptionist experience in a K-12 public school district or public agency setting.
  
• Familiarity with student information platforms and transcript services (e.g., PowerSchool, Parchment).
  
• Multilingual communication skills.

Essential Duties and Responsibilities: Primary functions may include the following duties, responsibilities, skills, abilities, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions within this classification.

Front Desk Reception and Visitor Access Control

• Maintains continuous, dedicated presence at the central administration front desk during operational hours; opens and prepares the lobby area for daily business.
  
• Greets and receives visitors, parents, contractors, candidates, and community members in a welcoming and professional manner.
  
• Enforces building security and visitor access control policies by verifying identification, logging visitors into the electronic visitor management system, and issuing badges.
  
• Monitors lobby activity and alerts security personnel or building administrators immediately to unauthorized individuals or safety concerns.
  
• Maintains current information on districtwide events and operational schedules in front desk reference guides.

Telephone Operations

• Answers telephone calls on the central multi-line switchboard, screens inquiries, provides standard district information, and routes callers to the correct office.
  
• Compiles, updates, and distributes the central office directory and administrative contact lists.
  
• Takes accurate, detailed messages and dispatches inquiries promptly to staff via email or voicemail.
  
• Assists callers and walk-in patrons with basic district inquiries regarding school hours, boundary maps, and registration procedures.

Student Permits and Counter Services

• Prepares, verifies, and files student work permits in compliance with Ohio Department of Commerce minor labor regulations.
  
• Facilitates public counter intake for transcript and student record requests, utilizing PowerSchool or Parchment systems to route requests to the Records department.
  
• Distributes registration packets, enrollment guidelines, and official district forms to parents and patrons.

Mail Processing, Office Supplies, and Facility Logistics

• Signs for, inspects, and logs incoming parcel shipments and certified courier deliveries (USPS, UPS, FedEx).
  
• Sorts and distributes daily incoming and interoffice mail into designated departmental and building distribution boxes.
  
• Posts outgoing district mail using the digital postage meter, maintains postage accounts, and transports outgoing mail to the post office as required.
  
• Coordinates and schedules reservations for central office conference rooms.
  
• Monitors, inventories, and orders central office supplies, paper inventory, and coffee station provisions.
  
• Places service calls for shared office equipment (copiers, printers, postage machines) and coordinates vendor technician visits.
  
• Plans and assists with central office staff events in coordination with the Sunshine fund.

Knowledge, Skills and Abilities Knowledge of:

• Professional reception principles, telephone etiquette, and customer service techniques.
  
• Operation of multi-line telephone systems, electronic visitor management software, postage meters, and standard office equipment.
  
• State of Ohio minor work permit application rules and student record confidentiality standards (FERPA).
  
• General district organizational structure, administrative divisions, and community resources.

Skilled in:

• Communicating tactfully and professionally with diverse individuals in person and by telephone.
  
• Accurate clerical recordkeeping, data entry, and filing.
  
• De-escalating tense or upset visitors using active listening and professional composure.
  
• Organizing daily mail routing, conference room calendars, and office supply inventories.

Ability to:

• Maintain dependable, continuous front-desk coverage during operating hours.
  
• Manage multiple walk-in visitors and phone inquiries simultaneously without compromising accuracy.
  
• Exercise independent judgment in performing routine clerical duties.
  
• Maintain confidentiality regarding student records and administrative business.
  
• Lift and transport boxes of supplies, paper cartons, and incoming parcel deliveries.

PHYSICAL DEMANDS & WORKING CONDITIONS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions in keeping with law.

Physical Demands - While performing the duties of this job, the employee is regularly required to communicate with others. The employee is required to sit or stand and move around for extended periods of time. While performing the duties of this job the employee must be able to push, pull, lift and carry over 25 pounds on occasion.Working Conditions - The employee in this position may experience occasional exposure to blood, bodily fluids and tissue. The employee may also be required to interact with unruly children or adults. Driving Requirement - This position may require driving to various school sites or events.

This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed by the employee. The employee will be required to follow the instructions and perform the duties required by the employee's supervisor and or appointing authority.