Position Purpose Oversees organization’s main office reception area and functions. Essential Job Responsibilities: Performance Indicators Answer Telephone Switchboard Answer multi-line telephone in a timely, courteous and professional manner. Transfer calls for to different Head Start classrooms and to staff. Accurately receive and disseminate messages. Answer questions regarding operations, transportation, enrollment, etc. Update voice-mail as needed. Turn phone system on and off at the beginning and end of the business day. Incoming and Outgoing Mail Route incoming and outgoing mail. Maintain postage machine: refill postage, submit supply requests and schedule maintenance. Route inter-office mail. Maintain interoffice envelopes. Scan, Send and receive faxes. All communications are potentially sensitive and are subject to Head Start’s policy on confidentiality. Greet and Assist Visitors Greet, assist and direct all visitors in a courteous manner. Ensure all visitors and staff sign in and out on sign in/out sheets. Post and update information on bulletin boards. Keep area clean and clear of obstructions that might impede traffic flow and safety considerations. Keep pamphlets and eligibility application bins filled with current materials. Administrative Support Daily data entry of eligibility applications including recording and mailing requests for eligibility applications. Receive and log in all cash/check payments. Ensure cash/checks are secured. Keep staff phone extension list and staff roster current. Maintain office equipment (laminator, postage, copy machine, etc.) Order supplies as needed and be proficient in the use of office equipment. Train staff on how to operate the laminator. Attend monthly ERSEA Committee meetings. Assist with scheduling of rooms. Update the electronic reader board with current room reservations and events, closures, etc. Assist Health/Safety Consultant with health data entry and attaching health documents such as vision and dental into the child database system. Keep reception handbook current. Assist with the annual donations (Tree of Joy, Coats for Kids, etc.) Secure building and parking lot gate at the end of the business day. Other duties as assigned. Inventory-Receiving Ensure deliveries received are distributed to region shelves for weekly deliveries. Review documents and aa (requisitions, inventories, packing slips) to ensure completeness and accuracy of shipments. File exported inventory/purchase order forms. Respond to inquires about purchasing procedures. Perform other duties as assigned. Knowledge/Skills/Experience/Documentation Required Bilingual verbal and written skills in English and Spanish required. High school diploma or GED required and one year experience in general office practices with emphasis on reception, switchboard. Strong computer skills using PC’s and variety of software applications, word processing, database & e-mail. Ability to work in a fast paced multi-task environment. Ability to operate a wide variety of office equipment, copier, fax, postage meter, voice mail etc. Strong organizational skills and ability to prioritize workload. Health Appraisal Questionnaire is required at hire and will be updated annually. At time of hire must be currently enrolled in Child Care Division, Criminal History Registry and must renew every two years. Physical/Mental Abilities and Processes Maintain professional & courteous attitude under stress of work demands. Ability to handle multiple tasks simultaneously. Regular sitting, stooping and bending on daily basis. Ability to use phone system and verbally relay messages. Occasional lifting up to 35 lbs. Ability to visually scan immediate work environment.
