Administrative assistant/Front desk

Job Description

Job Description

Job Title: Front Desk Administrative Assistant

Primary Supervisor: Program director

Primary Responsibilities: This position provides clerical support for the Director of Early Childhood Programs and other school staff as needed. The Administrative Assistant also serves as the receptionist who is the first point of contact for visitors and callers to the Kennedy Center.

Hours: 9AM to 5:30PM

Compensation: Negotiated on hiring based on level of experience

Representative Listing of Essential Job Duties:

1. Answer phone calls in a friendly and professional manner; transfer callers to other staff as appropriate

2. Greet and assist parents and visitors to the program

3. Provide preliminary registration information to families interested in enrolling a child

4. Work closely with the Enrollment Coordinator to maintain files of applications in progress

5. Compile and organize data on enrollment and attendance as requested by the Director. Enter data into appropriate systems, whether online databases, digital portals, or shared “Google” documents

6. Manage the schedule of required facilities and equipment inspections; maintain up to date certificates on office bulletin board

7. Provide clerical support to staff (telephone calls, copying, filing).

8. Accept and process parent fees, including entering information into the Procare online system.

9. All other duties as assigned by the Director of Children’s Services or the Education Coordinator

The above listing is not to be considered as inclusive of all job functions and/or operational responsibilities, but a representative listing of the job duties.

Required Competencies:

• Fluency in spoken and written English

• The ability to take responsibility for the accuracy and quality required for each task, learning new skills as needed

• Excellent organizational skills: the initiative to develop systems which meet the needs for maintaining organization and accuracy in the main office

• The ability to communicate in a kind and professional manner with a wide variety of people on the phone, in person, and via email

• A comfort level with technology/computerized systems and with learning new systems such as online databases or methods for storing and sharing documents.

• The ability to follow written instructions, particularly guidelines defined by Head Start Performance Standards, NAEYC Accreditation Standards and EEC regulations.

• The ability to manage time and meet deadlines

• The ability to communicate effectively about the status of tasks, e.g. provide updates, ask for supervisor’s guidance when there are competing priorities/deadlines or when clarification is needed about an assignment

• The ability to maintain a consistent work schedule to meet program needs.

• Adherence to standards of protecting personal and confidential information

• A non-judgmental and welcoming attitude to people of all backgrounds.

Educational Requirements:

1. Minimum of a High School Diploma and experience or credentials equivalent to a year of higher education

Experience Requirements:

1. Minimum of one (1) year of experience in a similar role of public-facing receptionist/administrative assistant position

We are an equal opportunity employer. We celebrate diversity and we are committed to an inclusive, welcoming environment for staff, clients, and volunteers.