Administrative Assistant/Receptionist

Responsibilities

• Manage the school security system and visitor badge system.
• Welcome and manage the entrance and exit of school visitors.
• Manage logistics for inventorying and assigning staff keys, technology, and other equipment.
• Answer the main school phone and transfer calls as needed.
• Provide administrative support to school administrators for assigned projects.
• Cover for the administrative assistants with orders, staff attendance, transportation issues, and other concerns.
• Maintain a neat and orderly welcome and reception area and provide exceptional customer service to visitors.
• Field communication with school districts, parents, mental health providers, and respond promptly to the concerns and interests of the school community.
• Aid Human Resources or other contacts with scheduling interviews, hiring and onboarding processes, resignations, and collecting documents for annual school licensing.
• Assist school administrators with assigned projects.
• Manage all mail and correspondence for administration, including confidential documents; prepare correspondence for signatures; read all incoming correspondence; route items to appropriate parties; and assist administrators in composing responses.
• Manage all mail and package deliveries from vendors and organizations.
• Manage school supply orders and inventory for the school program.
• Process invoices for payment.
• Assist with managing all purchase requests, invoices, credit requests, and expenses associated with the school budget; secure approval from the Executive Director; and collaborate with the Finance department for accuracy.
• Procure supplies and materials and maintain availability of required items for multiple school staff.
• Assist the leadership team with special events; organize logistics; coordinate schedules; arrange accommodations and refreshments; prepare and disseminate agendas and meeting materials; and fulfill other requests.
• Assist in the coordination of events, projects, programs, and special tasks assigned by the Leadership Team, ensuring timely and accurate completion.

Qualifications

• Excellent working knowledge of school and accounting programs.
• Excellent written and verbal communication skills with diverse populations.
• Strong ability in time management, organizing resources, and establishing priorities.
• Excellent computer skills in all Microsoft Office applications.
• Data management and reporting skills.
• Demonstrated ability to manage projects to completion.
• Demonstrated ability to manage multiple data systems.

Skills

• Excellent working knowledge of school and accounting programs.
• Excellent written and verbal communication skills with diverse populations.
• Strong ability in time management, organizing resources, and establishing priorities.
• Excellent computer skills in all Microsoft Office applications.
• Data management and reporting skills.
• Demonstrated ability to manage projects to completion.
• Demonstrated ability to manage multiple data systems.

Performance Requirements

• Models traits of a responsible team member by executing job responsibilities, open communication, and timely follow-through; supports team members to do the same.
• Complies with all Fairwold and PHMC policies and procedures.
• Maintains and promotes confidentiality.
• Safeguards the safety of the education environment and complies with de-escalation and safety training expectations.
• Establishes effective working relationships with school staff, administrators, and PHMC leaders.

Education

• A high school diploma or equivalent is required.
• A preferred associate degree in business or a related field.

Experience

• Three years of experience working in a fast-paced, customer service-based position.
• Experience working with various computer programs, including all Microsoft Office applications.

Pay Grade

PHMC is an Equal Opportunity and E-Verify Employer.