Administrative Support Specialist

3 weeks ago

Highland, California, United States THINK Together Full time

Job Summary:

The Receptionist/Substitute Coordinator plays a vital role in managing daily staffing for after-school programs at schools within the individual Think Together regions and other districts with Think Together programs.

Key Responsibilities:

  • Manages daily staffing for after-school programs at schools within the individual Think Together regions and other districts with Think Together programs.
  • Works with various schedules and absence reports to assign substitute program leaders to sites.
  • Independently handles various other aspects of substitute staffing in order to meet program objectives and staffing parameters.
  • Responsible for regional office operations such as purchasing and facilities management.
  • Serves as the regional office front desk receptionist.

Essential Duties and Responsibilities:

  • Meets strict requirements for attendance and punctuality.
  • Maintains a neat and orderly desk and reception area at all times.
  • Welcomes callers and visitors and provides a positive first impression of the organization.
  • Logs in visitors and issues visitor badges when necessary.
  • Answers telephones, routes calls, takes and delivers telephone messages in a professional and courteous manner.
  • Screens callers and visitors prior to routing them to appropriate personnel.
  • Assures prompt and accurate distribution of all mail and packages.
  • May sign to verify receipt of items that are delivered to the reception area.
  • Uses time effectively to assist with clerical or administrative tasks and projects as requested or assigned.
  • Responsible for maintaining professional appearance of the kitchen area.
  • Works to ensure appropriate staffing count at after-school program sites.
  • Works daily with staff to receive absence reports (same day absence or reports of future planned absences).
  • Calls substitutes to find available replacements and briefs them on site information or other special requirements if any.
  • May send information or other details to substitutes.
  • Communicates with site coordinators regarding staff changes daily or as needed.
  • Monitors accuracy of substitute Program Leader work hours.
  • Communicates with HR department and Site Coordinators job performance of assigned substitutes when needed.
  • Liaises with various employers (school districts) on attendance issues as needed.
  • Maintains comprehensive records.
  • Creates and maintains training schedules.
  • Coordinates facilities management, purchasing and supplies.

Other Responsibilities:

  • Maintain/track/order general office supplies.
  • Maintain and update office directories.
  • Maintain track and log boxes for off-site storage facility.
  • Implements processes to ensure smooth functioning of the reception area.
  • Trains back up receptionist as needed.
  • Maintains highest degree of confidentiality in student, staff and management matters.
  • Order/print business cards as needed for staff.
  • Works independently to refine and improve processes and procedures.
  • Maintains highest levels of confidentiality regarding personnel matters, health data or other confidential data received from employees.
  • Answers phones as needed.
  • Completes other administrative or interaction duties as requested.

Requirements:

  • Experience with a receptionist operated central telephone system.
  • Clear telephone voice.
  • Proven ability to communicate professionally and effectively with stakeholders, including school administrators, district officials, parents and community partners.
  • Good verbal and written communication skills.
  • Proven time management, organizational skills and ability to work in fast-paced collaborative environment, able to perform multiple concurrent tasks with frequent unplanned requests and/or delays.
  • Willingness to accept responsibility.
  • Basic math skills sufficient.
  • Ability to work cooperatively and collaboratively with staff to accomplish work in a timely fashion.
  • Ability to communicate effectively and demonstrate sensitivity to others.
  • Proficiency in the use of Microsoft Office (Word, Excel, PowerPoint, and Outlook).
  • Must pass Live Scan (fingerprinting), Background Check, and Tuberculosis Test.

Education and/or Experience:

  • 1 -3 years of prior administrative support role is required.
  • High school diploma required; two-year minimum college degree preferred.
  • 2 to 3 years of experience with educational settings and operations.

Compensation:

Hourly $21.50

This is the targeted compensation for the position. A range of factors, including but not limited to; location, skills, experience, will be considered. Actual compensation may vary.

Think Together is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, national origin, ancestry, sex, gender, gender identity, gender expression, pregnancy, childbirth or related medical conditions, religious creed, physical disability, mental disability, age for individuals age 40 and over, medical condition (as defined by state law (for example, cancer or genetic characteristics or HIV/AIDS), marital status, military and veteran status, sexual orientation, genetic information, citizenship status or any other characteristic protected by federal, state or local law. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.

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