EARLY CHILDHOOD RECEPTIONIST

Employment Type: Full-Time

FLSA Status: Non-Exempt

About the Role

The Receptionist serves as the first point of contact for children, families, staff, community members, visitors, contractors, and partner agencies entering the Alamo Navajo Early Childhood Center. This position creates a welcoming, professional, and family-friendly environment while providing exceptional customer service and administrative support. The Receptionist supports compliance with the Head Start Act, Head Start Program Performance Standards, Tribal policies, the ANSBI Personnel Manual, applicable federal regulations, and program procedures while maintaining the highest standards of confidentiality, professionalism, and customer service.

Responsibilities

• Reception and Customer Service
  • Serves as the primary receptionist for the Early Childhood Center.
  • Greets families, visitors, vendors, and community partners in a courteous, professional, and culturally respectful manner.
  • Answers multi-line telephone system and routes calls appropriately.
  • Responds to general questions regarding Head Start and Early Head Start services.
  • Directs visitors to appropriate staff.
  • Maintains visitor sign-in procedures.
  • Ensures visitor badges are issued when required.
  • Maintains an organized, welcoming, and professional reception area.
  • Assists families with general program information while referring confidential matters to appropriate management staff.
  • Demonstrates excellent customer service during all interactions.
• Administrative Support
  • Provides administrative support to the Program Director and management team.
  • Types correspondence, reports, memorandums, meeting agendas, and other program documents.
  • Copies, scans, files, and distributes documents.
  • Maintains electronic and paper filing systems.
  • Assists with preparing meeting packets.
  • Schedules appointments and meetings.
  • Maintains calendars as assigned.
  • Coordinates conference room reservations.
  • Orders office supplies and maintains inventory.
  • Assists with travel documentation and purchase requests as assigned.
  • Receives and distributes incoming mail and deliveries.
  • Maintains office equipment and coordinates service requests when needed.
• Records Management
  • Maintains organized filing systems for administrative records.
  • Ensures records are complete, accurate, and properly filed.
  • Maintains document retention in accordance with ANSBI policy.
  • Protects confidential information in accordance with federal and Tribal requirements.
  • Assists with document retrieval during audits, monitoring visits, and program reviews.
  • Maintains secure storage of confidential records.
• Enrollment and ERSEA Support
  • Greets prospective families seeking enrollment.
  • Distributes enrollment applications and required forms.
  • Directs applicants to ERSEA staff.
  • Assists with collecting non-confidential enrollment documents.
  • Schedules enrollment appointments.
  • Assists with recruitment events.
  • Supports open enrollment activities.
  • Assists with parent orientation registration.
  • Helps maintain enrollment waiting lists as assigned.
  • Supports family communication regarding appointments and meetings.
• Policy Council and Governing Body Support
  • Assists with preparation of meeting packets.
  • Copies agendas, reports, and supporting documentation.
  • Assists with meeting sign-in sheets.
  • Helps prepare meeting rooms.
  • Supports virtual meeting logistics when requested.
  • Assists with maintaining approved meeting records.
  • Coordinates distribution of approved documents as directed.
• Family Engagement Support
  • Promotes positive relationships with families.
  • Maintains a welcoming office environment.
  • Provides information regarding community resources when directed.
  • Supports family engagement activities.
  • Assists with parent meetings and special events.
  • Demonstrates respect for family diversity and Tribal culture.
  • Encourages families to participate in Policy Council, parent meetings, and program activities.
• Data Management
  • Enters assigned information into ChildPlus and other approved databases as needed.
  • Maintains accurate administrative records.
  • Verifies accuracy of entered information.
  • Generates reports as assigned.
  • Maintains confidentiality of electronic records.
  • Uses Microsoft Office Suite and approved software programs efficiently.
• Collaboration
  • Collaborates effectively with the Program Director, management staff, teachers, family service staff, health staff, ERSEA staff, fiscal staff, transportation staff, and other program personnel to ensure efficient office operations.
  • Establishes and maintains positive working relationships with children, families, Tribal departments, community agencies, consultants, vendors, and regulatory representatives.
  • Assists staff with scheduling meetings, preparing documents, and coordinating communications.
  • Supports interdepartmental communication to promote quality services for children and families.
  • Participates in staff meetings, trainings, committees, and program planning activities as assigned.
  • Provides administrative assistance during federal monitoring reviews, audits, licensing visits, and grant activities.
• Health and Safety
  • Maintains a safe, clean, organized, and welcoming reception area.
  • Follows all Head Start health and safety procedures and ANSBI policies.
  • Assists with emergency response procedures as directed.
  • Maintains visitor security procedures and ensures visitors comply with program requirements.
  • Immediately reports safety hazards, accidents, injuries, security concerns, or emergencies to appropriate supervisory staff.
  • Maintains confidentiality of all emergency and incident documentation.
  • Supports infection prevention procedures and sanitation practices within the office environment.
  • Assists staff during emergency drills and actual emergency situations as assigned.
• Fiscal Responsibility
  • Demonstrates responsible stewardship of federal, Tribal, and program resources.
  • Maintains accountability for office supplies, equipment, furniture, and materials assigned to the reception area.
  • Assists with purchase requisitions, supply inventories, and receiving office materials.
  • Uses grant-funded resources solely for authorized program purposes.
  • Reports damaged, missing, or malfunctioning equipment promptly.
  • Supports accurate documentation for purchases and expenditures as assigned.
• Professional Expectations
  • Demonstrates professionalism, integrity, honesty, and ethical conduct at all times.
  • Maintains strict confidentiality regarding children, families, personnel, and program operations.
  • Demonstrates punctuality, dependability, and regular attendance.
  • Maintains a professional appearance appropriate for representing the Early Childhood Program.
  • Communicates respectfully with children, families, coworkers, Governing Body members, Policy Council members, and community partners.
  • Completes all required federal, Tribal, and program training.
  • Accepts supervision and constructive feedback.
  • Demonstrates flexibility in meeting changing program needs.
  • Supports the mission, vision, and goals of Alamo Navajo Early Childhood Center.
  • Performs other duties as assigned by the Program Director.

Requirements

• High School Diploma or General Education Diploma (GED) required.
• Associate Degree in Office Administration, Business Administration, or a closely related field preferred.
• Minimum of two (2) years of receptionist, clerical, customer service, or administrative office experience preferred.
• Experience working with children, families, Tribal communities, or public service organizations preferred.
• Demonstrated proficiency using Microsoft Office (Word, Excel, Outlook, and Teams).
• Ability to operate standard office equipment including copiers, scanners, multi-line telephone systems, printers, and computers.

Preferred Qualifications

• Experience working within a Head Start, Early Head Start, Tribal, educational, or governmental program.
• Experience using ChildPlus or similar database systems.
• Knowledge of Head Start Program Performance Standards.
• Bilingual English/Navajo preferred.
• Experience coordinating meetings and maintaining confidential records.
• Excellent organizational and customer service skills.

Skills

• Excellent verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Professional telephone etiquette.
• Knowledge of office management procedures.
• Knowledge of records management and document retention.
• Ability to maintain confidentiality.
• Ability to communicate effectively with diverse populations.
• Ability to prioritize multiple assignments.
• Strong organizational skills and attention to detail.
• Computer proficiency including Microsoft Office Suite.
• Ability to learn ChildPlus and other program software.
• Ability to work independently with minimal supervision.
• Ability to exercise sound judgment and discretion.
• Ability to establish effective working relationships.
• Knowledge of Head Start Performance Standards preferred.
• Knowledge of Tribal customs and culture preferred.

Physical Requirements

• Ability to sit, stand, and walk throughout the workday.
• Frequent use of computers, telephones, printers, copiers, and office equipment.
• Ability to lift, carry, push, or pull up to twenty-five (25)