Receptionist

 

 

SUMMARY OF FUNCTIONS: 

The Receptionist Administrative Assistant is vital to providing front desk services and general administrative support to the Director of the Child Development Program. The role includes managing building security access, ensuring compliance with visitor protocols, answering incoming calls, greeting guests, and performing various clerical and administrative tasks.

 

MAJOR DUTIES AND RESPONSIBILITIES:

• Greet visitors in a friendly and professional manner; assess their needs and notify the appropriate person or department.

• Remain in the reception area at all times and coordinate with department staff for coverage during absences.

• Manage building access for all guests and vendors, ensuring strict adherence to security protocols.

• Screen visitors at the door and request identification when required.

• Assist parents with check-in/check-out procedures efficiently and courteously.

• Answer incoming calls promptly and courteously; transfer calls to appropriate staff members or take accurate messages and distribute them timely.

• Regularly check the Center's voicemail, retrieve messages, and deliver them appropriately.

• Gather, sort, and distribute incoming mail/packages; handle outgoing mailings, and order postage supplies and print stamps as needed.

• Receive deliveries, sort incoming mail, and manage supply orders as directed by Program Directors.

• Provide general information to callers, including center address, directions, fax number, website addresses, and other related inquiries.

• Oversee copier operations and order supplies as necessary.

• Update staff mailboxes as necessary.

• Maintain an orderly appearance of the reception and lobby area, including monthly decoration.

• Assist with notifying parents of incidents and illnesses, ensuring clear communication.

• Input data accurately into Excel sheets.

• Proficiently use Microsoft Excel, Word, and Publisher; exhibit strong organizational and multitasking skills.

• Demonstrate initiative, being a quick learner, and self-starter.

• Create staff badges and manage Procare records, ensuring accurate data for all current students and families.

• Manage supply orders for various resources such as office supplies, first aid supplies, name badges, business cards, copier/printer supplies, and marketing materials.

• Create a weekly atrium calendar and post it visibly.

• Uphold confidentiality regarding sensitive information related to students, adult participants, and staff members.

• Communicate and demonstrate the Frazer Center's philosophy, policies, and regulations to parents, staff, visitors, and the broader Atlanta community.

• Maintain consistent attendance and punctuality as this role is critical to the Center's safety and operations.

• Assist the Director of the Child Development Program in organizing and creating files as needed.

• Manage the staff coverage board and report ratio numbers throughout the day.

• Record staff attendance and report it daily via email.

• Screen all visitors, parents, therapists, and substitutes, ensuring they properly sign in/out and receive/return their badges.

• Perform other duties as assigned.

 

PHYSICAL FUNCTIONS:

• Must be able to lift, push, and pull a minimum of 25 pounds.  

• Ability to use a ladder for short periods when needed.  

• Capability to sit for extended periods.  

• Ability to look at a computer screen for long durations.

 

QUALIFICATIONS:  

• High school diploma or equivalent; further education in administration or Early Childhood Education is a plus.  

• Prior experience as a receptionist or in an administrative role preferred.  

• Proficient in Microsoft Excel, Word, and Publisher. 

• Excellent communication skills, both verbal and written.  

• Strong attention to detail and the ability to maintain confidentiality.  

• Strong organizational skills and ability to multitask effectively.

NOTICE: Frazer Center is an equal opportunity employer, and a drug-free workplace. Selected candidates will have to undergo substance abuse screening and a criminal background check.