Community Services Receptionist

We need to output HTML fragment with sections: headings

for sections like About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We must include only sections that have real specific content. The posting includes: Position Description with Title, Employment Term, Division, Department, Exempt/Non-exempt, Funding source, Qualifications (long list), Supervised by, Supervises, Pay Range, Working Hours, Lunch hour, Position Goal, Duties & Responsibilities (long list), Special Conditions, Board Approved date, etc. We need to map to sections: About the role (maybe position goal and overview), Responsibilities (duties), Requirements/Qualifications (qualifications), Skills (maybe derived from qualifications), Pay (pay range), Schedule (working hours and lunch). Benefits not present, so omit. Also we should not repeat job title as heading. Also we should not include Job ID etc. We must preserve all substantive information, not invent or summarize away detail. Must not include boilerplate like Privacy Policy, Terms of Service, etc. Also remove duplicated lines. We need to output only HTML fragment, no /, no markdown fences. We need to use

for section headings. Use

• for any list of duties/requirements/benefits. Use

  for prose. We need to decide sections: - About the role: could include Position Goal and maybe overview (Title, Employment Term, Division, Department, Exempt/Non-exempt, Funding source). But we must not repeat job title as heading; but we can include it in prose. - Responsibilities: Duties & Responsibilities list. - Requirements: Qualifications (the long list of qualifications). Could also include Special Conditions? Might be separate but we can include under Requirements or maybe a separate section like "Special Conditions". But we only create sections when there is real specific content. Special Conditions includes fingerprinting, immunization, etc. That's specific. Could be its own section maybe "Requirements" already covers qualifications; but special conditions are also requirements. Could combine. - Skills: maybe we can extract skills from qualifications (knowledge of filing, postal, office duties, computer software, language ability, etc.) But we must not invent or summarize away detail; we could list them as

  under Skills. However the qualifications already list many knowledge/abilities; we could treat that as Skills section. But we need to avoid duplication. The instruction: "Prefer a few substantive sections over many thin ones." So maybe we combine Qualifications and Skills into one section called "Requirements" or "Qualifications". But we have headings list: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We can choose to use Requirements and Qualifications both? Might be redundant. Better to use "Qualifications" for the list of qualifications, and "Skills" maybe not needed if we already covered. But we need to include a section only when posting has real specific content for it. The posting does have specific skills (knowledge of filing, postal, office duties, computer software, language ability). So we could have a Skills section. But we must avoid filler like "commensurate with experience". Not present. We need to include Pay section: Pay Range: Grade E on the General Salary Scale. Also compensation $12.25 - $14.66 appears earlier. So we can include both. Schedule: Working Hours: 8:00 a.m. to 5:00 p.m. Lunch Hour: 12:00 – 1:00 p.m. We also have location: Alamo, New Mexico. Could be included in About the role. We must not include boilerplate like Privacy Policy, Terms of Service, etc. We need to preserve all substantive information: that includes the long list of qualifications, duties, special conditions, board approved date, supervised by, supervises, etc. We need to decide how to structure. Let's outline:

  About the role

  Receptionist position at Alamo Navajo School Board, Community Services Division, full-time 12 months, non-exempt, funded by annually allocated program funds. Located in Alamo, New Mexico. Reports to Community Services Director, no supervisory responsibilities.

  That captures employment term, division, department, exempt status, funding source, location, supervision.

  Responsibilities

  • Supports and efficiently carries out responsibilities in accordance with Alamo Navajo School Board Policies and Procedures.
  • Represents Alamo Navajo School Board in a manner reflecting professionalism and which enhances community understanding of the program.
  • Protects the confidentiality of client information.
  • Serves as regular receptionist, to greet ANSB staff, clients, general visitors, and VIP visitors by determining their business and directing them to the appropriate office(s) or person(s).
  • Practice confidentiality of all records and information. Receives FERPA assessment.
  • Manages the collection of program timesheets from staff and program participants and assists WIOA staff to process and scan timesheets in the NMWCOS system. Requests leave from staff.
  • Performs routine digital office duties such as: reviewing and responding to important emails, answering the telephones, keeping a log of in and out-going calls, taking messages, typing correspondence, ensures fire drills are operable and each office/classroom has an evacuation chart, communicates fire drill activities and emergency readiness protocol.
  • Responsible for processing and recording incoming and outgoing mail: receives, opens, dates, logs, sorts, routes, and distributes incoming mail; photocopies, maintains chronological or subject files of incoming mail; assists program staff with record keeping and filing of student records.
  • Serves as an interpreter between Navajo speakers and monolingual English speakers: for non-English speaking visitors to ANSB offices; in one-to-one dialogue with ANSB staff and officials; on an extension for telephone conversations; in small group meeting (client-staff conference, staff meeting, etc.); in large group and public meeting, for speeches, policy and position documents, etc.
  • Coordinates preparation and filing of monthly board packets in a timely manner. Collecting reports from staff.
  • Prepares travel authorization documents, verifies meeting dates/times, lodging reservations where required, mileage and vehicle or public transportation arrangements, estimates costs and keeps travelers informed.
  • Regularly communicates announcements made from the Executive Director’s office regarding issues related to program operations, policies and procedures, administrative policies and procedures, training, etc.
  • Keeps accurate programmatic records and files, and other documents: creates and files program files such as grant applications, contracts, budget reports, NACTEP/WIOA files in student records, etc.
  • Calendars or journals key events, staff training, or other assignments.
  • Documents requisitioning, receipt, storage, inventory, and the use of consumable materials and supplies.
  • Maintains an accurate inventory of materials and equipment and arranges to have equipment tagged.
  • Assists with Outreach activities promoting programs under the Division of Community Services and the annual Career/Job Fair, etc.
  • Provides for own professional growth through ongoing program of reading and as schedules by the supervisor, accepts and actively participates in training related to the job. Makes use of knowledge and skills learned on the job.
  • Performs other duties as may be assigned by the supervisor.
  That seems comprehensive.

  Qualifications

  • High School diploma, with good grades on transcripts in mathematics and office skills areas and tested English language skills at the eighth grade or higher level on the Test of Adult Basic Education.
  • Other evidence of knowledge, skills or abilities essential to this position, subject to further verification by supervisor if hired.
  • Must have full working knowledge of sorting and filing procedures for alphabetic, numeric, chronological, and subject filing systems.
  • Must have full working knowledge of U.S. postal services mailing procedures, rates, forms, and regulations (including those for Postal Insurance, Certified Mail and Registered Mail).
  • Full working knowledge of general office and clerical duties such as: standard format for business communications, standard English usage, punctuation, and spelling, office etiquette for telephone and reception phone of visitors.
  • Full working knowledge of the operation of: photocopier with collator, word processor and/or personal computer word processing, postal weighing and postal meter equipment, telephone intercom system.
  • Full working knowledge of the following DOS-based computer software: Windows and MS Office components such as MS Word, Excel and Access.
  • Full working knowledge of the organization and functions of all ANSBI Divisions, by key staff member responsible for each function.
  • Ability to deal with the personnel of outside agencies, other ANSB, Inc. staff and community members, with tact, courtesy, judgment and patience.
  • Ability to carry out routine clerical and office work with minimal oversight and direction of supervisor.
  • Ability to speak both English and Navajo fluently, and to translate between in an administrative office setting.
  • Ability to follow specific written instructions, manuals and guidelines.
  • Ability to meet deadlines with completed assignments, working under heavy time pressure.
  • Ability to identify issues on which there is insufficient policy guidance, and to refer them for decision making by higher authorities, instead of imposing one’s personal opinions as policy.
  • Ability to communicate and read at an 8.0 average grade level as documented by an overall Language Arts score on the TABE test or equivalent testing instrument.
  We could also include additional preferences: Indian Preference, Additional Preference (two or more years successful experience as employee of ANSBI, positive performance history, post-secondary course credit in accounting, computer data processing, or related areas, ability to draft written materials from oral input). Those are also qualifications/preferences. Should we include them? They are substantive. Let's add them under Qualifications as additional items. Add:
  • Indian Preference: Preferential consideration for employment will be given to persons of documented Navajo, American Indian or Alaskan Native Tribal membership who meet the qualifications above, in accordance with the requirements of P.L. 93-638 and the Navajo Nation Tribal Code.
  • Additional Preference: Two or more years successful experience as an employee of ANSBI, Inc. with similar duties and responsibilities and positive performance evaluations.
  • Positive performance history, wherever worked, verifiable through references.
  • Post‑secondary course credit in accounting, computer data processing, or related areas.
  • Ability to draft written materials from oral input, using standard English spelling, grammar, punctuation, and capitalization.
  We should keep them as list items.

  Skills

  We could list skills derived from qualifications but might duplicate. However we could keep Skills separate focusing on abilities like bilingual translation, filing, postal, office software, etc. But to avoid duplication, maybe we combine Qualifications and Skills into one section called "Qualifications". But the instruction allows us to use any of the headings; we can choose to not include Skills if we think it's redundant. However the posting does have specific skill statements; we could still include Skills but ensure not to repeat same content verbatim? The instruction: "Preserve ALL substantive information; do NOT invent or summarize away detail." If we put skills in a separate section, we need to ensure we still include all qualification details somewhere. If we put them in Qualifications, we already have them. If we also put them in Skills, we would be duplicating content, which might be okay but could be considered redundant. The instruction says "Prefer a few substantive sections over many thin ones." So better to avoid duplication and have fewer sections. So we can omit Skills section and keep Qualifications as the comprehensive section. Thus sections: About the role, Responsibilities