Part-time FRONT DESk CLERK- Childcare Center

Description

 "We are an Equal Opportunity Employer & a Drugfree Workplace"

Status: Part-time, Monday thru Friday, 1:00pm to 5:30pm

Rate of Pay: $16.89 per hour

Summary: Responsible for receiving visitors, answering telephones, handing mail, site tours and inquiries, and administering related front office and building needs activities by performing the following duties. 

Essential Duties and Responsibilities include the following. Other duties may be assigned. 

Greets all visitors in professional manner, determines their needs, asks them to sign in, and inquires as to their needs and contacts the proper person and/or department.

Operates telephone system to relay in-coming calls, maintains employee phone directory, and reports problems to appropriate vendor.

Receives, sorts, and posts all incoming mail from US Post Office, FedEx, and other courier services and receives all outgoing mail daily. 

Provides immediate notification to appropriate parties for incoming faxes and deliveries (FedEx, certified mail, and other courier deliveries).

Maintains confidentiality of any incoming or outgoing mail, faxes, emails and other correspondence.

Receives and sends documents via fax, routes to designated staff members, and keeps records for billing purposes.

Arranges for pick-up of special courier correspondence, or other building delivery needs.

Prepares check log for incoming payments received in the mail or in person and provides to Center Director on a daily basis.

Issues, activates, and tracks entry and exit via employee access badges. Ensures guests sign in.

Ensures that reception area is neat and orderly, and no unauthorized packages, materials, or boxes are left in view of guests to building.

Provides support for Early Childhood & Youth Operations & Programs such as database tracking, data entry, generating reports, forms submittals, etc 

Maintains database, assists in maintaining program records; audits files for accuracy, and prepares all program reports on the computer as needed. 

Provides correspondence to IG Center parents as provided by Center Director; notifies parents of non-compliance with “sign in” log; and prepares daily subsidy attendance roster and any monthly report tracking logs required for any programs in building.

Maintains calendar of events and room usage log; Schedules rooms for internal staff; and external usage as directed; processes room rental requests and processes appropriately.

Liaison to directly contact vendors and internal maintenance staff and tracks status for any repair requests for office and related equipment located at this facility included but not limited to computers, fax, building access, vending machines, and phone system.

Maintains facilities calendar and implements a system of tracking work orders for site. 

Updates lobby bulletin board on recent events as approved by management. 

Requirements

Education/Experience:

High School graduate required with a minimum of two (2) years of administrative, front office, reception, data entry or related customer/client service experience. Associate a definite plus.

Language Ability:

Ability to read and comprehend instructions, correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Bilingual skills in Spanish and/or Creole preferred.  

Math Ability:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to count large volumes of cash and/or checks.

Reasoning Ability: 

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Computer Skills: 

To perform this job successfully, an individual should have basic knowledge of word processing and spreadsheet software (Word, Excel, etc). Must be willing to learn telephone and alarm system software.