DescriptionPOSITION SUMMARY As part of the ACEW educational team, the Front Desk Administrative Assistant will be responsible for greeting families, answering phones, filing, payment processing, data entry, scheduling, maintaining records, communication with families, floating/substituting to cover classrooms as needed. The Front Desk Administrative Assistant must be flexible to cover needs of the center on a day-to-day basis and provide excellent customer service to our families and students. One must be welcoming, pleasant, bright, and loving to partner in the education and care of children. Having the opportunity to impact the lives of the children in our care, the Front Desk Administrative Assistant will be responsible for ensuring a clean, friendly, welcoming environment, ensuring the health and safety of our children as well as effective communication with families.ESSENTIAL FUNCTIONS Reasonable Accommodations Statement To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform essential functions. Essential Job Functions
- Navigate phone system including answering phone with warmth and professionalism, relaying messages precisely, redirecting appropriately with warm transfer or directly to voicemail. For internal calls, responding immediately to needs of teachers.
- Accept information from a variety of sources: staff, answering service, parents, and colleagues via email, in-person, fax or phone. Expertly convey information to all parties, both internal and external.
- Welcome parents, staff, and visitors with warmth and enthusiasm.
- Build a rapport with staff, parents, and frequent visitors making it a point to remember and use names.
- Forge positive relationships with children, teachers, coordinators, colleagues and parents.
- Maintain center security by following safety procedures and controlling access via the reception desk.
- Check-in families via Smartcare software while strictly following pick-up procedures embracing a kind yet firm approach.
- Respond to childcare inquiries. Field incoming queries for childcare by providing clear answers and/or retrieving needed information from appropriate personnel.
- Obtaining and recording all pertinent details on appropriate phone information sheet.
- Sort and distribute incoming mail and prepare outgoing mail.
- Provide care for children waiting in front office during pick-up and drop-off.
- Bring children to and from classrooms when needed.
- Process payments.
- Maintain internal appointment calendar including appointments for new hires, meetings, center tours, conferences, etc.
- File staff and child records including creating new folders and archiving inactive folders. Maintain files and records so they remain updated and easily accessible.
- Accept supply deliveries and check for accuracy by comparing items to packing and order slips.
- Ensure reception area, front desk, break room, and resource room are tidy, organized, sanitized, presentable, and stocked with necessary items.
- Assist in office tasks and organization procedures
- Commit to foresight, collaboration, and planning required for smooth operation of front office, calendar, coverage, and enrollment.
- Cooperate with other staff and classroom groups to maintain the smooth functioning of the center, which at times may require changes to meet the needs of the children.
- Utilize basic software for staff and child information including generating reports, data entry, payment receipts, and updating records.
- Assist in on-boarding procedures for new employees.
- Complete timely and accurate time sheets.
- Distribute newsletters, flyers, and other information to families.
- Perform other duties as may be required
POSITION QUALIFICATIONS Competency Statement(s)
- Adaptability - Ability to adapt to change in the workplace
- Coaching and Development - Ability to provide guidance and feedback to help others strengthen specific knowledge/skill areas
- Communication, Oral - Ability to communicate effectively with others using the spoken word
- Communication, Written - Ability to communicate in writing clearly and concisely.
- Decision Making - Ability to make critical decisions while following company procedures
- Ethical - Ability to demonstrate conduct conforming to a set of values and accepted standards
- Goal Oriented - Ability to focus on a goal and obtain a pre-determined result
- Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace
- Organized - Possessing the trait of being organized or following a systematic method of performing a task
- Problem Solving - Ability to find a solution for or to deal proactively with work-related problems
- Responsible - Ability to be held accountable or answerable for one's conduct
- Reliability - The trait of being dependable and trustworthy
- Self-Motivated - Ability to be internally inspired to perform a task to the best of one's ability using his or her drive or initiative
- Team Builder - Ability to convince a group of people to work toward a goal
- Time Management - Ability to utilize the available time to organize and complete work within given deadlines
SKILLS & ABILITIES Education: High School diploma or GED required. Related Associate's Degree or 3-5 years reception experience is preferred. Other Requirements
- Must possess excellent verbal and written communication skills.
- Ability to utilize word processing, electronic data entry systems, and other office equipment.
- Visual and auditoryacuity within professionally determined normal ranges, with correction ifneeded.
- Manual dexterity sufficient to operate a computer and office equipment, including, but not limited to, the telephone, fax machine, copier, and recorders.