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Receptionist & Administrative Support
Job#: 179120
Positions: 1
Posted: 08/01/2013
Job Type: Full Time
Location: Samoset/Dorchester Place
Department: Administration: Student Placement
Salary: Hourly
Benefits: Full Benefits
Contact: Susan MacDonald
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Job Description

POSITION OVERVIEW

The Receptionist & Administrative Support is responsible for providing support to the programs housed in the site in which s/he is assigned (e.g. intake, attendance, parent invoicing and accounts receivable).  This support primarily includes specified assistance and tasks designated by the respective program director to which s/he reports.  This position also provides reception, daily facility oversight and coordination.

ESSENTIAL FUNCTIONS

Reception and Security

  • Maintain a warm, neat and secure reception area, e.g. build relationships with families, greet and assist visitors, track visitors with sign in/out log,
  • Manage a multi-line phone system in a professional manner, connecting incoming calls to correct lines, efficiently and smoothly; administer voicemail; screen calls as needed;
  • Coordinate all incoming and outgoing internal/external mail; update and organize staff mailboxes as needed.

Program Support

  • Serve as the central point of contact to the organization by maintaining, updating, and providing information regarding programs and procedures at the front desk;
  • Provide program support, e.g. student attendance into ECCIMS;
  • Manage parent billing (issue invoices, track invoices and payments in ledger, submit deposits to Staff Accountant for processing);
  • Implement systems checks to monitor accuracy and cross checking of systems information;
  • Provide administrative support, as needed, to the student placement department in data entry and file maintenance;
  • Assist with designated aspects of the intake process and student file creation, both hard copy files and electronic files;
  • Organize and place orders for the assigned programs and administration;
  • Perform general office work (e.g. copying, faxing, filing, maintenance of sign-in-sheet, bulletin board and equipment, supplies, etc);
  • Train substitute coverage as needed;

 Facility Oversight and Coordination

  • Complete daily walkthrough of facility (interior and exterior) using walkthrough checklist;
  • Take action to resolve minor facility or office problems and if necessary, referring to Maintenance Coordinator, equipment companies, or service contractors;
  • Submit work orders to Maintenance Coordinator as needed;
  • Maintain all office equipment and office supplies for the site.
  • Maintain existing and prospective relations with vendors.

General Expectations

  • Conduct self in an honest, conscientious, and courteous manner, at all times showing respect for persons of all backgrounds, races, genders, interest, and abilities;
  • Participate in relevant required trainings and seek out training opportunities that support professional development outlined in the Individualized Professional Development Plan;
  • Adhere to all protocols and norms for communication and professional conduct, e.g. Email and Phone Communication Protocol, Communication Norms;
  • Fulfill all outlined and related functions in a professional, timely, and thorough manner;
  • Complete other duties related to this position as assigned by your direct supervisor.

 

Skills/Requirements

Education:   Bachelor degree preferred; Associate degree minimum

Experience, Knowledge and Skills:

  • At least 1 year experience multi-tasking in a busy reception area (phones, visitors, staff inquiries)
  • Excellent customer service skills;
  • Good organization skills and attention to detail;
  • Basic math skills related to invoicing and billing;
  • Ability to multi-task in a busy environment;
  • Must function independently and as a member of a team;
  • Proficient use of Microsoft Office suite: Word, Excel, PowerPoint, Outlook;
  • Desire to work in a mission driven organization that is undergoing organizational change;
  • Ability to take initiative and prioritize work, highly organized;
  • Bilingual skills preferred: Spanish, Cape Verdean Creole and/or Vietnamese;
  • Ability to travel between sites preferred - valid driver's license required.
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