Receptionist, Administrative​/Clerical

The Receptionist is responsible for providing clerical and administrative support to ensure that St. Mary’s Montessori School services are provided in an effective and efficient manner. As the first point of contact for our families and visitors, you will provide exceptional customer service, manage daily operations at the front desk, and support our staff in creating a nurturing environment for our young learners.

The essential functions of this job and the tasks required to support them.

1.
Students & Parent Relations:

• Consistently strive to meet all responsibilities of customer service, guiding and nurturing the school community.
• Demonstrate an understanding/knowledge of basic Montessori philosophy.
• Function as a reference person and exemplar for students, families and staff.
• Recognize and respect appropriate parent/ student/ staff confidentiality.
• Possess strong conflict resolution skills and the ability to handle difficult situations with professionalism and composure.
• Encourage parental involvement and support student's relationship with the family by:
• Providing opportunities to appreciate student's families as a part of Montessori program.
• Using information about families' culture and offering students PENDING

2 Responsibilities and Duties

• Proficiently use Microsoft Office Suites (Word, Excel, PowerPoint, Outlook) for various administrative tasks.
• Assist with clerical work, including filing confidential documents, photocopying, and data entry.
• Maintain and update school records and databases accurately.
• Maintain a tidy, clean and organized reception area/front entry.
• Schedule and coordinate appointments and meetings
• Monitor the front desk which includes, answering phone, scheduling appointments, typing minutes, organizing office files, taking messages
• Oversee that the check-in and check-out procedures for students are being followed in accordance with CA Title 22.
• Manage the sign-in/sign-out process for visitors, ensuring security protocols are followed.
• Create maintain and update all student records in compliance with Community Care Licensing [CA Title 22]
• Update allergy, medication and photo release lists of children as needed
• Provide the highest level of customer services to maintain strong relationships with our families
• Help administrator manage relationships with all school vendors
• Serve as a liaison between parents, teachers, and administration, ensuring clear and effective communication.
• Create tour and enrollment packets (always having 10 packets ready).
• Enter each new enrollment and wait list student into Pro Care and give payments to the Administrator after following the set process.
• Prepare and distribute school communications, such as newsletters, emails, and announcements.
• Uphold the school's policies and procedures, always maintaining a high level of confidentiality and professionalism.
• Children’s enrollment files to be completed prior to their start date, pictures (parents and child) taken, and all information updated in their files and Pro Care.
• Interact with the students in a friendly and supportive manner using student’s names with calm tone of voice.
• Follow policy and procedures for all of the students’ activities and follow all regulatory agency standards.
• Report to the Head of School any signs of illness, injury or abuse of students. Take appropriate action in any emergency situation.
• Maintain sanitary standards for self and students.
• Maintain accurate attendance records of students.
• Responsible for corresponding with outsourced teams to troubleshoot basic IT issues, which are often part of administrative roles (e.g., Pro Care systems, TNN, IDS, etc.)
• Ability to clarify the distinction between daily and occasional tasks to help prioritize duties and responsibilities.

4. Other Staff Duties.

• Support Head of School and Assistant Director in preparation for meetings and school events as directed.
• Consistently and regularly attend work as scheduled.
• Complete other duties as assigned by the Head of School /Assistant Director.
• Assist with the cleanup and maintenance of student areas as needed.
• Attend scheduled Staff meetings, workshops, open houses and parent events as requested.
• Be able to step in and assist in a classroom when schools need to meet student-to-staff ratios.

Employees may be assigned additional duties and responsibilities beyond their job description as needed. These duties may vary from time to time. Such assignments are expected to be within the employee's skills and capabilities and…