Receptionist - Administrative Assistant

Receptionist - Administrative Assistant

Working full-time from and reporting daily to one of our Family Service Centers throughout Pennsylvania, the Receptionist/Administrative Assistant is responsible for all front desk and related administrative tasks of the center such as serving as the first point of contact for center visitors, serving as the administrative resource for the staff within the assigned center, answering incoming phone calls, responding to general voicemails and emails, and working closely with the Site Lead on special projects and facilitating any center specific needs.

In order to be successful in any role at CCA, employee must carry out all responsibilities in such a way that demonstrates and models the values of CCA, abides by all standards and behaves in a professional and engaged manner at all times. The Administrative Assistant will be responsible for the successful completion of the following tasks:

• Serve as an excellent first impression and greet all staff, students, families, prospective families, vendors and visitors of their assigned Family Service Center by demonstrating the highest level of customer service and responsiveness at all times.
• Handle all incoming calls (triage inquiries, transfer/introduce calls, and take and disseminate messages).
• Maintain shared spaces (i.e. general daily appearance and flow, attend to visitor's area, etc.).
• Schedule and coordinate: appointments, room usage, CCA vehicle usage (state testing, marketing events, etc.)
• Manage and maintain fleet vehicles to include reviewing travel request forms and scheduling vehicles, maintaining gas receipts for vehicle expense reports, tracking keys/credit cards/gas receipts, inspecting vehicles for cleanliness, and scheduling vehicle maintenance services and transporting to service provider as needed.
• Provide support to Outreach team and staff in ensuring that all resources are available and ready for upcoming events to include: replenishing collateral material, charging and tracking of all technology including iPads, ordering supplies or food as requested, attending if needed, and coordinating all other miscellaneous items for the overall success of the Outreach event.
• Receive, distribute, and prepare mail/UPS/FED-EX. Operate and maintains the postage machine including maintenance.
• Order office supplies and maintain supply storage areas as needed and/or requested. Ensure that orders are tracked, approved, and in accordance with CCA policies.
• Greet and register students at school events held at assigned Family Service Center.
• Receptionist/Administrative Assistant may be tasked with supporting a specific area/department of the overall school. Tasks assigned could include the following:
• Supporting various departments throughout CCA on specific tasks or special projects that could include HR, IT, Outreach, Business Office, School specific projects, Enrollment, Truancy, and other areas in which additional support is needed. Such assigned tasks would then be facilitated by that Department Manager in conjunction with the Manager of all FSC Receptionists/Administrative Assistants to ensure appropriate workload, effectiveness, responsiveness, and accountability.
• Providing administrative support for both center and school-wide events such as Family Fun Fests, Graduation, Back-to-School, and the welcoming of new staff to the assigned Family Service Center.
• Working with both Site Lead and Facilities to serve as a liaison for communicating with vendors on facility-centric needs and the coordination of services.
• Working independently or closely with other CCAST positions to have events specific to assigned Center to include theme parties, food trucks, or other employee engagement activities.
• Support facilities with on site tasks such as: creating swipe badges, assist with monthly fire drills, point of contact for custodial services.
• Onboarding New Hires: Process I9 Verification, create staff ID badge, provide a tour of the Family Service Center, etc
• Serve as point of contact in the absence of the Site Lead
• Additional duties as assigned.

Competencies

• Excellent verbal and written communication skills
• Ability to work effectively both with and without supervision and within a team-oriented and collaborative environment
• Highly detail-oriented and thorough, strong organizational skills, and demonstrated strong time management skills
• Demonstrated proficiency in various technology programs including Microsoft OS and MS Office
• Exceptional customer service skills
• Demonstrated ability to work well in fast paced and deadline-oriented environment
• Ability to work remotely, if necessary and/or as needed
• Ability to work some occasional evening hours, as needed to support families

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and other technology.

Physical Demands

This is largely a sedentary role. Requires the ability to lift, squat, sit, bend or stand as necessary. Ability to travel to other sites/locations as needed.

Position Type

• Full-time
• Non-Exempt
• Hourly

Travel

• Travel may be required for this position.

Required Education and Experience

• High School Diploma
• 1 year of relevant work experience

Preferred Education and Experience

• Associates Degree
• 5 years of relevant work experience

Additional Eligibility Qualifications

• Valid PA Driver's License
• Appropriate Automobile Insurance Coverage
• Must be able to commute to a Family Service Center regardless of commute complexity.
• Candidates must reside within the Commonwealth of Pennsylvania.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Commonwealth Charter Academy is an equal opportunity employment, educational and service organization.