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.
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.
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.
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.