Main Office Receptionist

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Main Office Receptionist

The Main Office Receptionist supports and upholds the philosophy of Catholic education and the mission of Saint Dominic Academy. He/she supports and adheres to the Code of Conduct, policies and procedures set forth in the Employee Handbook.

The Main Office Receptionist is a full-time salaried position with a 12 month work schedule. The standard hours are 7:30am to 3:30pm. The Main Office Receptionist is the first point of contact for Saint Dominic Academy. He/she will provide administrative support to the Associate Head of School and Director of Counseling.

Skills

· Analyze situations to define issues and draw conclusions/action plans

· Strong grammar and punctuation

· Ability to schedule a number of activities, meetings or events

· Flexibility is required to independently work with others in a wide variety of circumstances and with significant diverse individuals

· Multitasking, organizational and time management skills

· Meeting deadlines and schedules

· Work with frequent interruptions

· Setting priorities

· Work as part of a team and making independent decisions

· Work under limited supervision

· Professional and business dress code and phone etiquette

Front Office Duties

· Writing/typing letters, filing, filtering phone calls and assisting students, faculty, staff, parents and all visitors with daily inquiries

· Plan and manage projects by order of importance and demand

· Assist in basic inquiries regarding admissions by directing potential families to website and or appropriate personnel

· Make announcements as needed (general, security, weather, sports and dismissals)

· Assist incoming substitutes, making sure they have lesson plans and resources

· Sort and distribute incoming mail, documents, books, materials and supplies following established procedures and deliver mail and other material to staff mailboxes

· Be knowledgeable and current on school activities, programs, and events

· Provide basic and accurate information in-person and via phone/email

· Respond to all calls and emails within a 24 hour window

· Process various incoming and outgoing documents

· Administer immediate first aid

· Lift or carry 30lbs: classroom supplies, textbooks and other equipment

· Attend school events: Open House, Accepted Students Day, Professional Development and department meetings

· Create and print certificates as needed for Athletic Awards, Perfect Attendance, etc.

· Notify Jersey City Parking Authority regarding evening school events so that parents/students are not ticketed

Physical Appearance of the Main Office

· Ensures reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)

· Decorate office with holiday decorations

· Operate and manage standard office equipment: copier, phone, postage and school databases

· Keep Lost and Found in a designated neat location of the office

· Maintain a desktop manual with frequently asked questions, processes and procedures

· Keep class lists, safety binder, emergency phone numbers and keys in a designated area

· Check mailbox outside the building daily and distributing to designated person

Attendance

· Manage daily attendance for students

· Track all voice messages and emails from parents/guardians who report an absence, if they do not report an absence then contact parent with student status

· Issue late slips for students

· Run quarterly reports to analyze excessive absenteeism and tardiness

· Look up student/faculty schedules to be able to find particular individual

Safety and Security

· Monitor security cameras throughout the day

· Welcome all visitors that enter the building by having all sign in and give a visitor's pass

· Accept and sign for all deliveries and coordinate with maintenance to get deliveries sorted to the appropriate departments

· Assist during fire drills by cross checking teacher attendance to PowerSchool attendance

· Perform trained emergency procedures in the event of an emergency

Assisting/Liaison to Vendors and Other Departments

· Assist with any school function: dances, awards, dinners, inductions, ceremonies, luncheons, collecting permission slips and payments, ordering food etc

Health

· Collect and organize physicals for incoming students

· Work closely with the School Nurse and administration regarding care for students, especially in emergencies

Emotional Behavior

· Extreme confidentiality of issues or concerns

· Respect and calmness

· Maintains a positive and professional attitude/approach when dealing with conflict

· Provide best judgment to determine the best administrator/staff member to assist with guests calling the school/needing assistance

Qualifications

· Knowledge and adaptability with multiple softwares including PowerSchool, Microsoft and Google Suite

· Associate's degree or high school plus two years of relevant experience

· Advanced typing, filing, reception and other general office skills

· Advanced reading, spelling and math skills

· Advanced written and verbal communication skills

Employee Benefits

· Benefits offered for full-time employees include paid time off, insurance: (health, dental, vision, life, disability) and retirement plan

· Daughters of all fulltime or part time employees receive 50% tuition remission

Mandatory: Before Employment

Pass state background check

Complete Protecting God's Children course

How to Apply

Send resume, cover letter and 3 references to [email protected]

If chosen, you will be given an employee application to complete along with the schedule times for interview

Job Types: Full-time, Contract

Pay: From $30,000.00 per year

Benefits:

• Health insurance

Schedule:

• Monday to Friday

Work Location: In person