Front Desk Receptionist

Position Purpose

The Front Desk Receptionist is responsible for facilitating the front office of a therapeutic childcare center and providing a supporting role in the operations and program of ACH.

Position Summary

We are seeking a highly organized and proactive individual to join our team. The role will be responsible for overseeing the daily operations of the front office of a therapeutic childcare center ensuring efficiency and professionalism in all administrative tasks. This role requires a detail-oriented individual with excellent communication skills and the ability to multitask effectively. The team member organizes, directs, and performs varied administrative work with confidentiality and sensitivity. In performing duties, responsibilities, and tasks, the individual utilizes independent judgment, initiative, tact, patience, and courtesy.

Key Duties and Responsibilities

• Manage the organization's daily administrative activities, including reception duties, office supply management, and maintaining a safe/clean/welcoming environment in the front lobby
• Maintain office policies and procedures, ensuring they are implemented consistently
• Greet visitors as they arrive and make appropriate persons aware of their visitor and enforce visitor sign-in procedures, including during program events
• Manage and support client drop-off and pick-up each morning and afternoon
• Collect daily attendance from treatment rooms and enter it into NEST
• Coordinate and schedule appointments for external service providers using the staff calendar; collect necessary authorizations and paperwork
• Assist in organizing events, including internal program events, meetings, and external stakeholder engagements.
• Order food for quarterly luncheons and staff workdays and supply beverages, plasticware, plates, etc.
• Handle correspondence and communication both internally and externally (i.e. monthly calendars, ACH updates/announcements, Textedly, etc.) and keep the Outlook electronic “All Staff” email distribution list up-to-date during staff transitions.
• Maintain center-wide calendar of activities for staff and client families
• Triple P
• Pet therapy
• PACC (Parent Advisory Council of Champions)
• Field Trips
• Special Events
• Annual Closings and Staff Workdays
• Keep organized filing systems and databases, ensuring accurate and secure storage of records.
• Track and record department expenses and monitor the budget, forward or scan invoices and reimbursements to accounts payable
• Manage office facilities and equipment, coordinating repairs and maintenance as needed
• Function as the IT liaison between ACH and our IT/Network partners
• Work with Facilities Coordinator to schedule building and grounds maintenance
• Participate on Health and Safety Committee and assist with implementation and coordination of emergency procedures, including sustaining an up-to-date evacuation roster
• Phone System: update office voice message system, update landlines using Avaya, transfer calls or voicemail and deliver messages to appropriate persons
• Postage: Responsible for postage meter, to deliver out-going mail, and assist in larger mailing needs
• Xerox machines: adjust names and addresses on all communal machines, assist with scanning, faxing, printing, and copying
• Attend meetings relevant to the Office Manager position and duties
• Provide administrative support to the CEO, COO, and other senior staff
• May assist with job postings, screening applications, scheduling interviews, and participating in the selection process.
• Support the onboarding process for new employees, including paperwork, orientation, and system setup, as needed
• Other duties as assigned

Required Education and Experience

• Associates degree and/or equivalent experience, preferred
• Two years of responsible varied clerical and administrative experience involving public contact is required.

Required Skills and Competencies

• Effectively plan, organize and prioritize work of self and others in a demanding environment;
• Provide leadership and direction to other support staff assigned to the school;
• Utilize sound independent judgment in performing tasks and fulfilling responsibilities;
• Establish and maintain effective interpersonal relationships and effectively communicate using tact, patience and courtesy in a manner that reflects positively on ACH
• Communicate accurately, effectively and courteously both orally and in writing to a diverse audience under busy and/or difficult/confidential situations;
• Excellent computer skills including Microsoft Office
• Office Equipment/IT experience preferred
• Operate various standard and specialized office equipment
• High level of confidentiality and trustworthiness

Physical Demands

The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this position, the employee is regularly required to:

• Stand, sit, bend, and kneel.
• Must be able to work at a computer for extended periods of time.
• May need to lift up to 40 pounds
• While performing the duties associated with this position, this employee is regularly required to talk and listen; Specific vision abilities required by this job include close vision, distance vision, depth perception, color vision, and the ability to adjust focus.

Work Environment

This position's duties are performed in an office setting within a therapeutic child care center including playgrounds and outdoor learning environments and in the community as part of outreach and donor interactions.

Pay: $16.85 - $21.63 per hour

Work Location: In person