Receptionist and Office Assistant

Position Summary: 

The Receptionist’s primary responsibilities are to greet visitors, answer and direct incoming calls, keep the lobby area tidy, and perform a range of office support activities including, but not limited to, data entry and administrative tasks. The Receptionist will also assist the Lower School office with duties that contribute to the smooth functioning of the Lower School. This role will work directly with employees and visitors providing courteous, friendly, and professional assistance.

Principle Receptionist Duties and Responsibilities (Essential Functions):

Phone:

• Answer main phone line and transfer calls as needed

• Maintain phone system directories (electronic and print)

• Partner with technology office for phone system maintenance

Visitors:

• Greet and direct visitors with a calm and friendly demeanor

Mail/Packages:

• Sort and organize incoming and outgoing mail and packages

• Coordinate mailing fulfillment projects with school offices and outside vendors

• Stock mailroom supplies and keep the room organized and tidy

Department Office Support (examples, not limited to):

• Assist Lower School Office during the school year. Duties may include:

  • Check and update daily attendance and dismissal online

  • Correspond with parents and teachers regarding early pick-up and dismissal changes

  • Help to coordinate events and create name tags

  • Assist with parent conference day registration

  • Fill student transcript requests

  • Make service calls for copier, laminator, office equipment

  • Sort and organize snack bins for classrooms

• Prepare name tags for school events

• Enter and/or update data to ensure database integrity and data standards

• Assist departments with mailings and/or invoicing (collate, stuff envelopes, affix postage, etc.)

• Perform all other duties and administrative tasks as assigned by the Director of Administrative and Strategic Affairs, Lower School Division leaders, and Director of Human Resources.

• Use Google Calendar to set up meetings, interviews

• Assist students through day

Schedule:

• School Year (late August through mid-June): Full-time, Monday - Friday 9:00 am - 5:00 pm 

• School breaks (winter, summer, and March break): Part-time, Monday - Friday at 4 hours per day.

Minimum Qualifications & Skills:

• 1-2 years in an office setting

• Professional, personable, and calm demeanor

• Technology: proficient in GoogleApps including Gmail, GoogleDocs, Google Sheets, Google Calendar; creating and manipulating spreadsheets, assorted documents, mail merges, and labels; and facility working with databases 

• Well organized and strong attention to detail

• Excellent written and verbal communication skills

• Discretion and the ability to handle confidential and sensitive matters appropriately

• Capability to operate and maintain office and mailing equipment

• Able to lift up to 50 pounds, stand to sort mail, and operate a computer, mail equipment, and copier

• Successful completion of background investigations including criminal (CORI) and sex offender (SORI)

Physical Demands and Work Environment:

The physical demands described here are representative of those that are essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. The requirements for performing the duties of this position are as follows:

• Able to lift up to 50 lbs

• Frequently required to walk, stand, sit, talk, and hear

• Must operate a computer, mail equipment and copier

• Regularly required to bend, stoop, crouch and/or kneel

• Majority of work is performed in a school  environment, and the noise level in the environment is usually moderate

Interested and qualified candidates should submit a resume, cover letter, and three professional references.