Reporting to the Site Director, the basic function of the Office Assistant is to respond to all in-coming telephone calls, greet visitors, direct participants and guests appropriately, and perform some of the program’s clerical/data entry tasks. The Office Assistant serves as the initial point of contact for the site and should be professional, sensitive, and courteous in dealing with the site’s diverse community. The Office Assistant must possess a spirit of collaborative support, professionalism and a strong initiative to work effectively with the Reception team and all other Erie departments.
Position Responsibilities:
• Answers all telephone inquiries and efficiently manages a multi-line switchboard
• Directs all calls to appropriate personnel
• Greets and directs participants and guests and responds to their inquiries in a professional and courteous manner
• Processes in-coming, out-going and interoffice mail and maintain log of postage meter on a monthly basis
• Supports the center with entering and updating online database of participant information; schedule and confirm appointments for staff as necessary; follow up on pending case work and maintain communication with participants regarding missing information and/or documentation necessary; and collect fees for services when applicable
• Serve as point person for outside vendors
• Operates office equipment/machines including a desktop computer, copier, fax machine, and postage meter to send/receive/process materials for site staff
• Updates site bulletin boards with timely information for parents and staff
• Maintains and schedules use of all meeting spaces in the site
• Ensures neat and professional experience of lobby /entrance area at all times
• Reviews and processes all site meal sheets in a timely manner
• Assists Site Director with administrative tasks
• Assists with data entry of site information in Salesforce database
• Assists Family Services staff with administrative tasks and data entry
• Responsible for the program complying with Erie, the Board of Education and all State licensing requirements and performance standards, including promoting the health and safety of all children, following sanitation procedures and universal precautions, completing a bi-annual physical exam, complying with the Confidentiality and Child Abuse and Neglect Act as a mandated reporter, as well as the American with Disabilities Act and Erie’s Inclusion Policy
• Other duties as assigned
Position Requirements:
• High school diploma or equivalent
• Bilingual English/Spanish required
• Experience with Microsoft Office applications (Word, Excel, Access, Publisher and Outlook)
• Demonstrate the following qualities: self-motivated, self-directed, follows directions, makes good judgments, dependable
• Must have excellent communication and people skills with a genuine desire to serve others
• Must be a self-starter and motivated to provide the highest quality of services to participants
• Must be able to write emails and basic reports
• Must have problem solving and analytical skills
• Must have the ability to lift and carry items weighing up to 50 pounds
• Proof of eligibility to work in the United States
• Upon offer of employment, must complete all forms related to hiring, including Erie’s application for employment and provide three letters of recommendation. Must complete all DCFS forms and submit to fingerprinting and a background check
Compensation range: $14.35 hour, Plus Excellent Benefits Package
Send resume to virizarry02@iwe.staugustine.edu
Include the title of this listing in your email