What are the responsibilities and job description for the Administrative Assistant position at The Aspen Grove School?
About the Job
We are looking for a warm, friendly and very efficient Administrative Assistant to manage our front desk 5 days a week from 9am until 6 pm, and to perform a variety of administrative and clerical tasks.
Overview:
As an Administrative Assistant, you will be the first point of contact for The Aspen Grove School as well as support the Head of School and Directors. Our Administrative Assistant’s duties include offering administrative support across the organization. You will welcome guests and greet people who visit the school. You will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls.
To be successful as an Administrative Assistant, you should have a pleasant personality, as this is also a customer service role. You should also be able to deal with emergencies in a timely and effective manner, while streamlining office operations. Multitasking and stress management skills are essential for this position. The Receptionist will also be the gatekeeper protecting the time of our Head of School and Directors from unnecessary or unscheduled interruptions.
Ultimately, an Administrative Assistant’s duties and responsibilities are to ensure the front desk welcomes guests positively and executes all administrative tasks to the highest quality standards.
Responsibilities:
Greet and welcome guests as soon as they arrive at the office. Direct visitors to the appropriate person and office. Answer, screen and forward incoming phone calls. Ensure the reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures).
Provide basic and accurate information in-person and via phone/email. Respond to emails in a timely manner. Receive, sort and distribute daily mail/deliveries. Maintain office security by following safety procedures and controlling access via the reception desk. This includes monitoring our security cameras stationed at the front desk and screen visitors before they enter.
- Work with the Head of School to order front office supplies with the Head of School’s approval.
Work with custodian to maintain supply inventory. Work with Head of School to plan and facilitate school wide events
Update calendars and schedule meetings. Keep updated records of office expenses and costs. Perform other clerical receptionist duties such as filing, photocopying, transcribing, scanning and faxing.
Requirements:
Proven work experience as a Receptionist, Front Office Representative or similar role. Proficiency in Microsoft Office Suite. Hands-on experience with office equipment (e.g. fax machines and printers) Professional attitude and appearance. Strong written and verbal communication skills. Ability to be resourceful and proactive when issues arise. Excellent organizational skills. Multitasking and time-management skills, with the ability to prioritize tasks. Customer service attitude. Minimum of high school degree; additional certification in Office Management is a plus. Clearances and online trainings required for working in a Child Care Center (a list will be provided to candidates who are selected for interviews).
About The Aspen Grove School
The Aspen Grove School is a hands-on learning community for children ages 6 weeks – 5 years.
Our goal is to introduce children across the age range to learning that is substantive yet playful.
Within this community, children are made to feel emotionally safe, which is when they are able to learn best. Our instructional method teaches the way each child’s brain learns best and appreciates different strengths and learning styles.Our environment is purposefully enriched with experiences that enhance a child’s intellectual potential while celebrating this magical time of childhood.
Job Type: Full-time
Pay: $11.00 - $28.00 per hour
Benefits:
- Health insurance
- Paid time off
Schedule:
- 8 hour shift
COVID-19 considerations:
COVID-19 AND FLU VACCINE
All current and future staff will be required to get the Covid 19 Vaccine and be fully vaccinated. Aspen Grove will allow for legally recognized exemptions.
Education:
- High school or equivalent (Preferred)
Experience:
- Customer service: 1 year (Preferred)
Work Location: One location