School Receptionist and Administrative Assistant Job Description
Employee Classification: Non-Exempt
Position Type: Full-time 12 month
Expected Hours of Work: Monday to Friday 7:30 am to 3:30 pm
Reports to: Chief Financial and Operating Officer
The School Receptionist represents the face of Mount Saint Joseph Academy (the Mount) and is the first point of contact with Mount students, faculty, staff, administration, families, and visitors on a daily basis. The School Receptionist will provide a professional, welcoming and caring presence to everyone who enters the Mount. Particular attention must be taken in handling and maintaining the strictly confidential nature of sensitive information that is provided to/observed by the School Receptionist in performing the duties. Recognizing that the flow of traffic in and out of the building through the reception area will have less busy periods, a secondary responsibility for the School Receptionist will be to provide administrative support for the Chief Financial and Operating Officer/ Finance Department.
ESSENTIAL DUTIES & RESPONSIBILITIES
The School Receptionist is responsible for ensuring that each person who passes through the reception area is cleared to enter the building. Students, colleagues and ‘known visitors’ have been issued identification cards that must be used to scan at the kiosks upon entering and exiting the building. All other visitors to the building during school hours must be prompted to follow the visitor clearance process. This critical function will enable the Mount to know who is in the building at any time during the school day.
The nature of the School Receptionist role is characterized by frequent interruptions and immediate time demands.
Essential duties include:
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Greet and assist visitors, parents, students, and staff in a courteous and professional manner;
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Ensure students, colleagues and visitors all comply with security protocols;
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Ensure early student departures are notated in system of record;
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Screen calls, receive visitors and respond to requests for information and assistance;
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Answer and route incoming phone calls, emails, and general inquiries;
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Ensure visitor log-in procedures are strictly adhered to;
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Receive, sort, and distribute mail, packages, and deliveries throughout the building;
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Generate identification cards for new colleagues as needed and replacement cards for lost identification cards;
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For new hires/colleagues inform respective department to create door access, email address, tech set up, parking space, lunch stipend, ID badges and coordinate then until process is complete.
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Help ensure timely communication between families and the finance office;
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Punctual and dependable. Visitors often arrive at the Mount prior to the school day. Must be present and ready to perform assigned duties at the scheduled start time of 7:30 a.m.
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Assist the finance department during less busy periods with tasks such as:
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Answering calls to the office of the Chief Financial and Operating Officer;
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Preparing, organizing, and routing finance-related materials;
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Supporting other duties as assigned;
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Perform other duties as assigned by the school administration.
COMPETENCIES
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Support the mission of Mount Saint Joseph Academy, in particular its vision to empower young women to realize their fullest potential through the spirit of unity, reconciliation, gentleness and compassion;
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Strong organization skills, attention to detail and the ability to execute the responsibilities under the pressure of high traffic/multiple demands;
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A pleasant personality to properly represent the Mount and make people feel welcome;
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Ability to prioritize responsibilities based on importance and urgency;
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Demonstrates adaptability and responsiveness to changing priorities;
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Ability to manage multiple functions and activities, sometimes under pressure;
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Excellent communication skills including professionalism with a variety of people face to face, via email and written communications, and by phone;
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Maintain confidentiality at all times through communications with students, parents and colleagues
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Familiarity with both Mac and Windows operating environments. Proficient in Microsoft Office with advanced skills in Word and Excel and Google Suite; able to learn other programs quickly and effectively.
QUALIFICATIONS
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Associates degree required; bachelor’s degree preferred.
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Minimum of five (5) years of related experience, preferably in a school environment.
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Demonstrated ability to handle sensitive information with confidentiality and professionalism.
Employment Type: Full Time
Years Experience: 5 - 10 years
Bonus/Commission: No
