Administrative Receptionist

About the Employer

Job Summary

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.

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.

Front Desk and Administrative Tasks

• Serve as the first point of contact for center visitors
• Serve as the administrative resource for the staff within the assigned center
• Answer incoming phone calls, respond to general voicemails and emails
• Work closely with the Site Lead on special projects and facilitating any center-specific needs.

Scheduling and Coordination

• Schedule and coordinate appointments, room usage, CCA vehicle usage (state testing, marketing events, etc.)
• Manage and maintain fleet vehicles, including reviewing travel request forms and scheduling vehicles
• Maintain 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.

Outreach Support

• Provide support to outreach team and staff in ensuring that all resources are available and ready for upcoming events
• Replenish 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.

Mail/UPS/Fed-Ex Operations

• Receive, distribute, and prepare mail/UPS/Fed-Ex
• Operate and maintain the postage machine including maintenance.

Office Supplies and 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.

Student Events and Support

• Greet and register students at school events held at assigned family service center
• 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.

Facilities Support

• 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 I-9 verification, create staff ID badge, provide a tour of the family service center, etc.

Additional Duties

• 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 environments
• Ability to work remotely, if necessary and/or as needed
• Ability to work some occasional evening hours, as needed to support families

Physical Demands

Physical demands are largely sedentary. 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 that 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. Common Wealth Charter Academy is an equal opportunity employment, educational, and service organization.