Secretaries and Administrative Assistants, for private preschool

4 weeks ago

Holmdel, United States Holmdel Preschool Full time
Job DescriptionJob Description
Summary

Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.
Need high energy to meet and greet parents and students
Liaison with government and regulatory agencies
Help to maintain a suitable school environment
Create school calendar
Track immunization records
Maintain staff files
Prepare for inspections
Maintain Director schedules
Ensure staff is taking proper coursework
Sub in classrooms when needed

Duties

  • Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
  • Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
  • Locate and attach appropriate files to incoming correspondence requiring replies.
  • Open, read, route, and distribute incoming mail or other materials and answer routine letters.
  • Complete forms in accordance with company procedures.
  • Make copies of correspondence or other printed material.
  • Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
  • Learn to operate new office technologies as they are developed and implemented.
  • Maintain scheduling and event calendars.
  • Schedule and confirm appointments for clients, customers, or supervisors.
  • Manage projects or contribute to committee or team work.
  • Mail newsletters, promotional material, or other information.
  • Order and dispense supplies.
  • Conduct searches to find needed information, using such sources as the Internet.
  • .Sub in classrooms when needed
  • Establish work procedures or schedules and keep track of the daily work of clerical staff.
  • Take dictation in shorthand or by machine and transcribe information.
  • Arrange conference, meeting, or travel reservations for office personnel.
  • Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
  • Supervise other clerical staff and provide training and orientation to new staff.
  • Use computers for various applications, such as database management or word processing.
  • Create, maintain, and enter information into databases.
  • Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
  • Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
  • Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
  • Perform payroll functions, such as maintaining timekeeping information and processing and submitting payroll.
  • Collect and deposit money into accounts, disburse funds from cash accounts to pay bills or invoices, keep records of collections and disbursements, and ensure accounts are balanced.
  • Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies.
  • Develop or maintain internal or external company Web sites.
  • Train and assist staff with computer usage.
  • Prepare for special events


Requirements

  • Operate computers or computerized equipment.
  • Enter information into databases or software programs.
  • Select resources needed to accomplish tasks.
  • Record personnel information.
  • Operate office equipment.
  • Report maintenance or equipment problems to appropriate personnel.
  • Record information from meetings or other formal proceedings.
  • Issue documentation or identification to customers or employees.
  • Distribute materials to employees or customers.
  • Execute sales or other financial transactions.
  • Execute sales or other financial transactions.
  • Collect deposits, payments or fees.
  • Coordinate operational activities.
  • Develop computer or online applications.
  • Train personnel.
  • Prepare informational or reference materials.
  • Answer telephones to direct calls or provide information.
  • Discuss account status or activity with customers or patrons.
  • Refer customers to appropriate personnel.
  • Greet customers, patrons, or visitors.
  • Route mail to correct destinations.
  • Distribute incoming mail.
  • Prepare documentation for contracts, transactions, or regulatory compliance.
  • Operate office equipment.
  • Proofread documents, records, or other files to ensure accuracy.
  • Maintain current knowledge related to work activities.
  • Schedule appointments.
  • Manage clerical or administrative activities.
  • Send information, materials or documentation.
  • Distribute materials to employees or customers.
  • Order materials, supplies, or equipment.
  • Search files, databases or reference materials to obtain needed information.
  • Order materials, supplies, or equipment.
  • Execute sales or other financial transactions.
  • Send information, materials or documentation.
  • Develop organizational policies or programs.
  • Prepare employee work schedules.
  • Schedule operational activities.
  • Operate communications equipment or systems.


Nice To Haves

  • Adobe Systems Adobe Photoshop
  • Data entry software
  • McAfee
  • Microsoft Access
  • Microsoft Dynamics
  • Microsoft Excel
  • Microsoft Exchange Server
  • Microsoft Outlook
  • Microsoft PowerPoint
  • Microsoft Project
  • Microsoft Publisher
  • Microsoft SharePoint
  • Oracle E-Business Suite Financials
  • Appointment scheduling software
  • Data input scanners
  • Data warehouse software
  • Desktop computers
  • Desktop publishing software
  • Dictation equipment
  • Dictation software
  • Digital cameras
  • Filing system software
  • Handheld calculators
  • Handheld computers
  • Laptop computers
  • Laser facsimile machines
  • Microsoft Office
  • Microsoft Word
  • Mobile phones
  • Mozilla Firefox
  • Multi-line telephone systems
  • Personal computers
  • Photocopiers
  • Scanners
  • Spreadsheet software
  • Timekeeping software
  • Web browser software
  • Web conferencing software


Benefits

Free childcare
Continuing education
Paid sick time
Paid vacation

About Us

Holmdel Preschool is an innovative private early learning center devoted to early learners offering high quality care and ensuring a warm caring environment for both staff and students alike. It offers a strong team community for its staff members ensuring long term stable career paths with room for advancement. It offers children a nurturing enviornment where they are loved, respected and valued for their uniqueness allowing them to reach their highest level of potential.

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