JOB SUMMARY: The receptionist greets and assists visitors, families and staff in face to face interactions or by telephone, serving as the first point of contact. This position also performs general clerical support such as filing, mailing distribution, phone support, data entry, basic document creation and program support, as needed. The receptionist further assists and directs visitors and families as they arrive as well as respond to questions and requests via phone, in-person, fax, or email to support the Center/general office workflow.

ESSENTIAL JOB DUTIES:

Provide a welcoming atmosphere for all parents, visitors, students, and other guests arriving at the Center

Diligently and attentively greets and assists all parents, visitors, students, and other guests entering the Center

Perform a variety of clerical tasks including data entry, faxing, filing, copying, running errands, faxing, copying, assembling and labeling files/binders, form completion and document revision

Answer, screen and direct all incoming calls to the Center. Ensure callers reach the appropriate staff member and/or external partner agency to address their need. Track referral calls if required

Direct and provide information to visitors and parents

Assist with organizing events, including but not limited to reserving conference space, creating flyers, printing sign-up sheets and assembling participant packets

Prepare letters and mailings for the Center as assigned

Maintain order and neatness in the reception area, work rooms, children’s library and other common areas

Maintain and update calendar for conference room requests and room set-up

Organize and distribute incoming mail to the Center

Maintain confidentiality and appropriate boundaries with all families

Coordinate supply orders for the Center for office supplies, equipment, and material

Acquire, distribute and store supplies

Maintain inventory of general office supplies

Regularly check and monitor fax and copy machines to ensure they are functional for staff use; shred documents as appropriate/needed

Respond to building/classroom facilities requests

Accept state enrollment and recruitment applications and forward as appropriate

Maintain and refill parent flyer and resources in front lobby as needed

Work with the development department to coordinate the delivery of donations and facilitate assistance with volunteers

Monitor the facility to ensure that it remains safe, secure, and well-maintained

Help track and complete paperwork required for billing as needed

Assist with general organizational or computer-based projects

Assist with file review in preparation for audits as needed

In accordance with our “team” philosophy, the person filling this position may occasionally be required to carry out or assist with other tasks in addition to the duties listed on this job description

Staff must believe in and act in accordance with both the Agency’s and the program’s mission statements

EDUCATION & QUALIFICATIONS:

High School graduate

Bilingual in English/Spanish – spoken and written

Knowledge of administrative and clerical procedures

Knowledge of advanced computer and relevant software applications

Knowledge of customer service principles and practices; customer service-oriented

Pleasant, professional speaking manner on the phone and office experience

Professional personal presentation

Ability to effectively organize and plan

Self-starter; detail oriented

Dependable and reliable

Able to thrive in a fast paced environment

How to apply

Send cover letter and resume to hr@westsidechildrens.org