Administrative Receptionist

Join our team in the mission to close the achievement gap by providing quality school readiness programs and comprehensive services to children, families, and communities in East County.

About the Role

Under the direction of the Human Resource Officer, performs a variety of general clerical/administrative duties in support of an assigned function/department/program to relieve the director of routine details and assure efficient office operations. Typical duties include clerical, administrative, and project-based assignments, including trainings, arranging meetings, and agency functions handling information requests from departments.

Responsibilities

• Serve as the primary point of contact for visitors and callers to the Administrative Office.
• Monitor the reception intercom system and maintain a welcoming, professional, and secure reception area.
• Greet, screen, and refer visitors to the appropriate staff member or department.
• Ensure visitors complete the required visitor log upon arrival and sign out upon departure.
• Answer, screen, and transfer incoming Administrative Office telephone calls.
• Take messages and direct public inquiries, including enrollment-related inquiries, to the appropriate department or staff member.
• Check, document, and route Administrative Office voicemail messages to the appropriate staff.
• Receive, document as necessary, and route deliveries to appropriate staff members, departments, or storage areas.
• Monitor the Administrative Office USPS mailbox and retrieve incoming mail daily.
• Sort and distribute incoming mail to designated departmental mailboxes.
• Assist with the coordination, organization, and distribution of office, health, kitchen, and printing supplies.
• Monitor inventory levels and assist with maintaining adequately stocked office, supply, copy, and breakroom areas.
• Monitor and respond to office supply ticketing-system requests in a timely manner.
• Prepare office, health, and printing supplies for distribution to centers in accordance with approved supply requests and established courier schedules.
• Maintain office supply areas in a clean, orderly, accessible, and safe condition.
• Receive, unbox, restock, and organize office, health, printing, and kitchen supplies.
• Operate the postage machine and prepare outgoing mail for scheduled postal pickups, as assigned.
• Monitor postage balances and submit requests for postage refills as needed.
• Provide general administrative and clerical support to various departments, Office Manager, and other Administrative Office departments as assigned.
• Assist with clerical duties as assigned.

Requirements

• High School diploma or GED, and a minimum of five (3) years of clerical/administrative work experience.
• Strong computer literacy using MS Office (Outlook, Word, Excel), Internet, and various databases.
• Knowledge of MS Office, Microsoft Outlook, Excel, including shared calendars, email, and basic scheduling functions.
• Knowledge of office practices, procedures, and equipment.
• Basic recordkeeping, message documentation, and filing practices.
• Proper English usage, spelling, grammar, punctuation, and business communication.
• Customer service practices and telephone techniques and etiquette.
• Ability to input data using a computer terminal keyboard.
• Ability to operate at an exceptionally high level of attention to detail as well as accuracy.
• Ability to deal with problems involving a few concrete variables in standardized situations.
• Ability to communicate with people of various educational, socioeconomic, and cultural backgrounds.
• Ability to work in a team environment with various department/center staff.
• Ability to maintain both oral and written confidentiality.
• Ability to establish and maintain effective working relationships with staff, public, and vendors.
• Ability to move/lift up to 30 pounds as needed.
• Frequent lifting, stooping, kneeling, bending, standing, grasping, pushing/pulling, reaching, and use of a step ladder.

Physical Requirements

• Good manual dexterity.
• Ability to work in an office setting engaged in work of a primarily sedentary nature.
• Sufficient hand-eye coordination to input/export data using a computer terminal keyboard.
• Visual acuity to read computer screens, printed material, and detailed information.
• Auditory ability to carry on conversations over the phone and in person.
• Ability to sit and stand for extended periods.
• Excellent speaking and hearing ability.
• Ability to input data using a computer terminal keyboard.

Benefits

• 403(b) retirement plan with up to 6% employer match.
• Annual 5% pay rate increases, up to the maximum step.
• 16 paid holidays.
• Two paid personal days.
• Paid sick leave.
• $1500 Tuition Reimbursement each year.
• $1000 Service Awards every 5 years.
• Paid professional development days.

Schedule

30 hours per week, 52 weeks per year.

Prior to employment, candidates will be required to provide proof of U.S. citizenship or eligibility to work in the U.S., obtain a Health Screening, TB clearance, proof of immunization against measles and pertussis (MMR and Tdap vaccines), and pass a background clearance including fingerprinting through the Department of Justice.