Admin Assistant- Front Desk

Job Description

Job Description

Administrative Assistant- Front Desk

Celebrate the Children is pleased to announce that we have an immediate opening for a full time Administrative Assistant for the Front Desk Office for the 2025-26 School Year. This role will be an 12-month position. We are looking for someone who is a great multitasker, can communicate effectively, and is comfortable working with a wide array of stakeholders. Prior experience with working with transportation is a plus, as well as any experience working with G-Suite applications.

Job Function:

To provide administrative support to the Vice Principal, Administration and the operations of the school. In addition, use skills to maintain a professional and organized work environment.

Responsibilities:

• Maintain the highest level of work ethic, and adherence to school policies and procedures, objectives.
• Maintain the highest level of confidentiality. Does not communicate confidential employee/ student information to others.
• Provide general support to Vice Principal, Administration and school staff as requested.
• Responsible for greeting visitors, as well as ensure they have proper identification to enter the building,
• Providing them with any amenities required and notifying staff of their arrival in a professional manner.
• Responsible for maintaining an organized, clean and neat front office area. Ensure all paperwork is organized, easily located and digitized when appropriate.
• Ensure front lobby is neat and presentable for visitors.
• Responsible for triaging and forwarding all calls in a professional manner and forwarding to the appropriate party in a timely manner or taking messages as needed.
• Responsible for organizing and maintaining daily staff and student attendance and assisting with coverage.
• Scan and send a copy of the daily attendance sheet to HR
• Responsible for copying and distributing memos, letters, field trip permission slips, etc. in a collaboration with administration and teachers for both staff and students.
• Assist parents in the use of the parent portal for document use.
• Responsible for marinating sign in procedures and compliance with the Raptor system.
• Performs other duties within the scope of his/her employment assisting staff with room reservations, managing school wide calendar and Vice Principal calendar.
• Responsible for fire drill attendance.
• First responder in missing student procedure
• Collaborates with custodial staff to prepare for special events, etc.
• Send staff wide emails, with permission from admiration.
• Maintains paperwork for Business Office.
• Disseminates forms to the proper administration for signature.
• Responsible for processing and documenting staff time off requests through the ADP system.
• Performs other duties within the scope of his/her employment as may be assigned.

Equipment Used:

Computer/fax machine/cell phone/laptop/: Frequent/essential. Automobile: Occasional/essential. Adaptive equipment: Occasional/essential.

Physical Demands Body Position and Movement Standing/walking/lifting/pushing/reaching/pulling/kneeling/crouching/ stooping/ squatting/ twisting upper body: Frequent/essential. Sitting: Occasional/marginal. Climbing hand over hand: None.

Physical Demands Object Manipulation

Fine hand movement: Frequent/essential.

Environmental Demands:

Extreme cold/heat: Occasional/essential. Temperature swings/extreme noise: None. Outdoors: Occasional/essential. Indoors: Frequent/essential. Mechanical hazards: Seldom/essential.

Electrical/explosives/radiation/fume/odor/dust/mites/chemicals/toxic waste: None. Conditions which may aggravate an allergy: Occasional/marginal.

Requirements:

High School Diploma required. Graduation from an accredited program in secretarial studies, associates or bachelors degree preferred. Ability to manage and prioritize multiple projects, activities and tasks simultaneously. Ability to work towards implementing solutions in a high-paced environment. Highly developed verbal and written communication skills with the ability to type at minimum 50 wpm and be detailed oriented. Extensive computer and software skills, internet research abilities; knowledge of principles and practices of basic office management required. Two years previous experience in a school setting preferred but not required.

A salary range is provided in accordance with New Jersey pay transparency laws. Final salary is determined using a structured salary grid, taking into account years of relevant experience and educational qualifications, and is subject to the maximum limits established by the New Jersey Department of Education and the discretion of the Board of Directors. The salary provided is for a 12-month contracted position .

For immediate consideration, qualified applicants should apply online to submit their resumes.