Job description
Title of the position: Business Office Assistant/Receptionist
Organization: Administration
Department: Business Administration
Reports to: Business Administration Manager
Type: Full-Time/12 Month
Salary/Non-Exempt
General Description
The Assistant is responsible for specific tasks as well as general support of the Business Office - including the offices of Admissions, Finance and General Administration. The Assistant will work with all internal and external stakeholders - this includes staff, faculty, the leadership team, customers, suppliers, donors as well as the students (current and prospective) and their families.
Key Areas of Responsibility
- Answer incoming calls and either assist the caller or transfer them to the appropriate individual
- Answer the door via telephone and granting access to visitors, parents, students, and suppliers. Monitor the door via security camera software on your computer in order to see who is requesting access to the building and then directing them to the appropriate office in the building
- Assist the Manager of Administration with the Food Service program needs
- Assist the CWS and After-School Supervisor with ensuring that students in the building after school hours are in the appropriate location within the building
- Work in conjunction with the other building administrative assistants in putting together departmental or school-wide events and external fund raisers which may require evening and weekend work schedules
- Assist and serve as back-up for monitoring the inventory and ordering of office supplies, printer supplies, toner, paper, water, etc. in conjunction with the other administrative assistants in the office
- Assist and serve as back-up key operator for business office and teacher workroom copier/printer/fax/scanning machines, assist with clearing jams and placing service calls to vendor when necessary.
- Sign for packages and ensure the count is correct and all packages are for DCRHS. Make note of any physical damage with the driver
- Assist in the sorting and distribution of mail and packages to the appropriate individuals
- Update Intranet as required
- Add school calendar items to google
- Check business office printer for paper levels, incoming faxes and ink levels
- Refill as necessary
- All Faxes to be placed in appropriate mailboxes
- Sign for any delivery of product, such as Absopure water and Cintas, (Be sure that correct amount of product is being delivered as noted on invoice)
- Assure that there are application packets available for new inquires*
- Assist families with questions relating to required forms
- Review incoming admissions documents and assist families in accurately completing them and make copies of all pertinent information
- Make files for each student
- Update SIS as required (contact information, new student registration, missed workdays, lunch fees, etc)
- Assist with creating new student acceptance letters and packages
- Confirm updated information in Broadcast Message System and alignment to SIS system
- Assist director in preparation of Shadow Day for interested students.
- Manage and track Volunteers (hours, assignments, pre-onboarding, etc)
- Tuition Management: Assist with tuition confirmation letters, generate and mail tuition statements, create robo calls to delinquent families, call delinquent families, etc
- Mail checks for payments to vendors according to appropriate process.
- Enter all lunch fees at the end of the month
- Enter missed and made-up student workdays per the schedule
- Assist in lunch form collection and distribution
- Assist Finance department with tracking of W-9 from vendors/Consultants
- Assist with Administration of collection and printing of time sheets
- File to-be filed items in appropriate file folder
- Keep monthly inventory on first aid kits
Requirements
Associate degree in business or accounting, Education Administration, or related experience
Sensitivity to the ethnic, racial, and religious backgrounds of the student body
Excellent organizational and communication skills (verbal and written)
Experience with Microsoft Office Suite, (Proficiency in Word and Excel is a must)
Ability to maintain confidential information
Bi-lingual fluency in English and Spanish preferred (verbal and written)
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