Receptionist

Job Description

Job Description

We are looking for someone with great customer service to join our Carmel Team as the afternoon receptionist! Love being around people and supporting an organization with administrative tasks? This is the job for you! Looking for someone who can work M-F from 12pm-5pm.

About Us: Little Star Center (LSC) provides year round therapeutic intervention for children with autism based on the science of Applied Behavior Analysis (ABA). Little Star provides an atmosphere where children, therapists and families can interact and support each other. The Receptionist is an important part of the support staff team and assists the Leadership and Clinical staff, as well as the families that attend the center. LittleStar looks to serve the Indiana autism community and reach the families in need of services. Serving and advocating for parents of children with autism is central to the LSC mission.

Summary: An individual who provides a full range of administrative, clerical and office support to multiple staff. Tasks include but are not limited to:

Essential Duties and Responsibilities:

• Provides front desk coverage
• Answers telephones and directs the caller to the appropriate associate. Will transfer a caller to an associate’s voice mailbox when the associate is unavailable.
• Greets and directs visitors to the company and assures sign-in at front desk and notifies the person requested
• Takes and retrieves messages for various personnel.
• Announces arrivals and provides customer service to parents, visitors, callers, vendors, etc.
• Provides callers with information such as company address, directions to the company location, company fax numbers, company website and other related information.
• Assist with mail and postage responsibilities (USPS, FedEx, UPS, etc.) for Carmel Center
• Assists in the ordering, receiving, stocking and distribution of office supplies.
• Assists with other related clerical duties such as photocopying, faxing, filing and collating.
• Notifies Scheduler regarding learner absences or delays
• Maintains medication log book and updates appropriate staff of changes
• Manages Emergency List
• Enter new staff information and assist with onboarding (V cards, email accounts, building key access and car tags, requesting and disseminating email and server access, etc.)
• Prepares and maintains telephone directory and other center databases
• Provides administrative services to the clinical staff, including the composition and preparation of routine written correspondence to parents, vendors, therapists, etc.
• Collects and tracks fees, RSVPs, forms, etc. from staff, parents and guests for various events, meetings, fundraising activities and special programs
• Assists with planning of special events as requested
• Maintains waiting area and materials in lobby, keeps conference room stocked and tidy
  Advises Center Leadership of any issues to ensure orderly and efficient administrative operations
• Assist with managing minor repairs around center in conjunction with Center Manager, utilizing outside support or contractors when necessary

Required Educational Qualifications and Skills:

• High School diploma or GED required
• Strong verbal, writing and oral communication skills including strong computer skills and Microsoft Office proficiency
• Ability to make a positive impression on all staff and visitors to the Center
• Strong organizational habits with attention to detail and accuracy
• Internet research abilities
• Ability to work cooperatively with a variety of people, both internal and external
• Ability to keep information confidential
• A positive team player and energetic professional
• Strong time management skills along with the ability to manage multiple tasks
• Good judgment and problem solving skills
• Ability to communicate appropriately given the circumstances of the situation and individuals involved
• Discretion in matters that need to remain private
• Professional appearance
• Ability to categorize, prioritize and multi-task office related tasks and projects
• Ability to act as a positive role model for all staff, families and children working with LSC and model a high standard of reliability, accuracy, integrity, sensitivity and professionalism
• Ability to work to positively impact team spirit and overall morale