Receptionist/Administrative Assistant

About the Role

The Receptionist/Administrative Assistant manages the flow of visitors and communications within the organization by serving as the primary reception point, directing individuals to the appropriate staff or services, and coordinating front office activities. Through professional customer service and administrative support, this position helps ensure a safe, organized, and efficient environment for employees, students, families, and community partners.

Responsibilities

• Pleasantly greet, welcome, and assist visitors upon arrival.
• Answer, screen, and route incoming telephone calls, emails, and other communications to the appropriate staff member or department.
• Manage the flow of visitors by directing individuals to the appropriate office, meeting location, or staff member while following visitor sign-in and security procedures.
• Assist with scheduling meetings, parent conferences, Individualized Education Program (IEP) meetings, and other school and business office events, including assembling materials, preparing agendas, and coordinating refreshments or technology needs as requested.
• Create and maintain Keystone's online calendar.
• Maintain student attendance records, enrollment information, and other student data in accordance with district procedures and applicable laws.
• Receive, sort, and distribute incoming mail, packages, and deliveries; prepare outgoing mail and shipments, including the oversight of the inner company media mail system.
• Maintain electronic and paper filing systems to ensure records are accurate, organized, and readily accessible.
• Support Human Resources, Finance, and Administrative staff with clerical tasks as assigned.
• Exercise discretion and maintain confidentiality when handling sensitive employee, student, and organizational information.
• Perform other related duties as assigned for the purpose of ensuring the efficient and effective functioning of Keystone Learning Services.
• Cross-train with other Keystone business office staff to ensure continuity of service.

Requirements

• High School Diploma required.
• Knowledge of the Google Drive system and Microsoft Office packages.
• Strong communication and written skills.
• Ability to adapt in a fast-paced work environment while multitasking.
• Administrative assistant experience in a job-related field preferred.
• Evidence of the ability to collaborate and work with a diverse customer base.
• Regular and reliable attendance is an essential function of this position.

Skills

• Ability to maintain confidentiality of information.
• Flexibility in selecting problem-solving strategies and reporting solutions to supervisor.
• Ability to scan relevant resources and obtain accurate, current, relevant, and effective information to use in solving problems and reporting.
• Ability to exercise judgment and work autonomously while engaging in timely projects.
• Ability to foresee and anticipate changes in scheduling and deadlines.
• Knowledge of or willingness to gain knowledge in written expression, office coordination, using a multiple phone line system, coordinating large training/workshops at multiple locations, managing deadlines, and understanding of Windows platforms, Google Drive, Google Calendar, and the accounting system used by Keystone.
• Ability to communicate in person, on the phone, or in a written format while using independent problem-solving skills to analyze problems and create solutions.
• Proficient in detail-oriented, fast-paced work, while communicating with diverse groups, adapting to changing work priorities, meeting deadlines and schedules, working as part of a team, and maintaining effective working relationships.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting and carrying up to twenty (20) pounds, some pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling, and significant fine finger dexterity. Generally, the job requires 80% sitting/standing at a workspace, 15% walking, and 5% standing. The job is performed in a generally hazard-free environment.