Receptionist

About the role

Responsible for performing general receptionist/office assistant duties under the direction of the Secretary II.

Responsibilities

• Answers all incoming telephone calls, takes messages, and directs calls to the appropriate person or agency department, including Suspected Child Abuse and Neglect (SCAN) team calls.
• Refers clients to appropriate staff members or service area departments.
• Furnishes general information to the public.
• Assists in maintaining an accurate filing system, promotes transition and maintaining a paperless system.
• Types business letters, memorandums, reports, contracts, budgets, minutes, forms, and correspondences accurately and in proper format.
• Operates and assists in maintaining a variety of office equipment: computer, fax machine, 10-key calculator, printers, copy machines, binding machine, electric paper punch machine, typewriter, laminator, folding machine, and postage meter unit.
• Processes, reviews, sorts, stamps, opens, and distributes incoming/outgoing mail.
• Maintains an electronic incoming/outgoing mail distribution log.
• Picks up imprest checks from Finance Department and logs into “check” binder in Head Start Central Office; notifies Secretary II that the check has been received.
• Manages the reception area, cordially greeting clients, parents, and staff; refers questions to appropriate staff in a timely manner.
• Logs in and processes copy work requests for all service areas.
• Schedules, approves, or rejects conference room meeting requests in Outlook calendar.
• Assists in the program’s movement toward a computer-based, paperless document system.
• Assists with the checkout of office/technology equipment (Audio Visual (AV)/Public Address (PA) systems, laptops, tablets, paper cutters, electric hole punch machine, etc.).
• Registers staff at Pre-Service/In-Services.
• Brings concerns/problems to the attention of the Secretary II in a timely manner.
• Attends and participates in conferences, meetings, and trainings, as required.
• Models professionalism for staff, parents, children, clients, and community members.
• Promotes a collaborative environment within the service areas, program, and agency.
• Maintains strict compliance with universal precautions.
• Adheres to the American With Disabilities Act (ADA-2010) which prohibits discriminatory actions toward children and/or adults with disabilities, particularly children with disabilities enrolled in the classroom as mandated by Federal Law.
• Maintains confidentiality of records and information on Head Start 0 to 5 staff, children, and families.
• Travels to all Head Start 0 to 5 centers/sites as needed.
• Actively encourages and embraces diversity.
• Travels for agency business using reliable transportation.
• Maintains regular attendance and punctuality.
• Works evenings and weekends as required.
• Performs other duties as assigned.

Requirements

• High School diploma or GED.
• One (1) year receptionist/general clerical experience required.
• Bilingual English/Spanish or other secondary language preferred based on the needs of the clients and the program.
• Proficient in Microsoft Office Suite and related business software.
• Ability to accurately type 45 words per minute.
• Effective organizational skills.
• Effective presentation, written, and verbal communication skills.
• Good mathematical aptitude and accuracy.
• Ability to work and interact with diverse populations to develop and maintain supportive, respectful, and empowering relationships with families, co-workers, and the community.
• Willing to work non-traditional hours and days to meet the needs of this position.
• Maintain a valid California driver’s license, reliable transportation, and adequate auto insurance as required by State law; proof of insurance will be required.
• Pass required reference checks and fingerprint clearance under Title 22 regulations: Department of Justice/FBI, Criminal Record Statement, Child Abuse Central Index (CACI), and background investigation as needed prior to employment.
• Physical examination, TB screening clearance, and signed federal criminal record declaration are required within 7 days after employment.
• Obtain a valid AB 1207 Mandated Reporter Certification prior to the first day of employment.
• Pass and maintain Basic Pest Management in a Child Care Settings annual certification as required by the California Healthy Schools Act (HSA).
• Immunized against influenza (flu), pertussis (whooping cough), and measles. The influenza vaccination must be obtained annually during flu season, August 1 through December 1. Exemptions apply for medical reasons or evidence of current immunity.
• Former Head Start 0 to 5 parents preferred.

Physical Demands

• Regularly required to sit; use hands to finger, handle, or feel; and talk and hear.
• Frequently required to stand, walk, and reach with hands and arms.
• Occasionally required to stoop, kneel, crouch, or crawl.
• Must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds.
• Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment

• Occasionally exposed to outside weather conditions.
• The noise level in the work environment is usually moderate.

Schedule

Monday-Friday 8:30am-5:00pm