Receptionist / Operations Program Assistant (LTE)

Description

CESA 6 is looking for a part-time Receptionist / Operations Program Assistant to join our team! This is a limited-term employment, non-benefited position working on an as-needed basis, approximately 7:30 am - 1:00 pm (3 - 5 days per week) during the school year and some weeks in the summer.

The Receptionist/Operations Program Assistant is crucial in assisting agency staff in delivering high-quality products and services and ensuring positive client interactions with CESA 6.  In addition, the position will be responsible for supporting strategies that increase the agency’s visibility to diverse audiences, expanding digital information-sharing capacity, and supporting overall agency operations. The Receptionist/Program Assistant for the Operations division reports to the Operations Manager.

ESSENTIAL FUNCTIONS 

Reception and Communication:

• Operate the agency’s telephone switchboard to answer, screen, provide information, take messages, and forward calls.
• Greet customers help them find the correct conference room or staff they are visiting.
• Provide individuals with information about the agency, such as products and services offered, contracts within the agency, or professional development offerings and locations.
• Collect, sort, and distribute mail; prepare mail, messages, faxes, or courier deliveries.
• Distribute faxes that come into Receptionist email.

Event and Facility Coordination:

•  Check all events are on the 25-26 Events Plus Catering Spreadsheet including virtual and off site events. 
• Keep the coffee area clean during the day and perform an end of day clean up process.
• Monitor and restock supplies in restrooms as needed during the day if there are large numbers of people at the agency. 
• Review conference room reservations weekly, confirm details and work through conflicts. Ensure optimal use of conference rooms by ensuring the accuracy of group sizes and reservations

Food and Beverage:

• Coordinate and place orders for catering for events
• Make coffee in the morning, at event breaks, as needed during the day
• Stock food for events (baskets) and Take 6 supplies
• Inventory Take 6 supplies; Order supplies as needed (snacks, candy, cups, plates, napkins, plastic silverware, coffee, creamer, stir sticks, coffee filters).
• Contact Holiday Wholesale for Repair of coffee urns.
  

Program Assistant:

• Maintain the CESA 6 membership directory.
• Update Network spreadsheet
• Arrange for mail to be held on office closed days.
• Distribute clothing orders delivered from LiveShowPromo, name tags, business cards, etc. Notify staff to pick up items.
• Make schedule adjustments to be in the building when Outside agencies use our conference rooms after hours.

OTHER FUNCTIONS

•  Serve as a backup to monitor, answer and assist all Events@cesa6.org emails.
• Serve as a backup to monitor the front refrigerator for old food/dishes. Throw away food as needed.
• Serve as a backup to keep beverage cooler stocked.
• Perform other duties as assigned.

Requirements

POSITION QUALIFICATIONS

Experience, Education, and/or Licensure 

• High school diploma required.  
• Certification as an administrative assistant or marketing assistant is preferred.
• Office experience desired.

Required Skills and Abilities

• Model the core values of the agency.
• Advanced computer skills, including email, word processing, and virtual meeting scheduling.
• Working knowledge of Microsoft Office and Google platform applications and the ability to learn agency-specific applications to support business operations.
• Ability to work independently as well as collaborate with diverse work teams.
• Engage with clients in a positive manner that represents self, team, and Agency.
• Work as a team and collaborate effectively with other Program Assistants and Coordinators to meet the needs of the Agency.
• Process-oriented.
• Be nimble and conscientious to meet the timeline.
• Communicate to a diverse audience effectively and timely, verbally and in writing.
• Plan, organize, and prioritize work.
• Remain flexible to adapt to changes in the work environment.
• Excellent time management skills, including managing schedules and meeting deadlines.
• Problem-prevention, conflict resolution, and problem-solving skills.
• Work accurately with close attention to detail.
• Exhibit a high degree of confidentiality of sensitive information and process and handle confid