Receptionist/ Administrative Assistant

JOB ID: 104


Report to:  Education Director or/ Senior Director & Executive Director

Job Summary:

Provide administrative support to the Director and the overall Preschool Program. Duties include general clerical, receptionist and project based work. Project a professional company image through in-person and phone interactions.


  • Meet and greet all parents, vendors (ACS Workers, SEITS, DOE, and DOH etc.) and ensuring that the visitor’s log is signed.

  • Represent the company and the center professionally and positively to the community and maintain positive relationships with parents, children and co-workers

  • Answer all calls in a courteous manner, route calls, take messages and provide information to visitors

  • Maintain the appearance of the front desk, office and common areas to ensure a well-organized  and clean work environment

  • Support the Director and administrative team in all facets of the facility needs

  • Ensure all visitors sign in and out of the center

  • Perform general clerical duties to include but not limited to faxing, photocopying, mailing, filing & typing

  • Screen and register new families on the waiting list and schedule appointments for the director’s and head teacher’s interview/orientation

  • Maintain and update children’s attendance, medicals, addresses and other personal information in ProCare for program

  • Keep current attendance of children in the program by conducting an hourly room count

  • Do monthly enrollment update by the 5th of each month ( email copy to Main Office)

  • Contact parents regarding children’s illnesses, incidents, accidents and absences

  • Collect and record payments

  • Maintain sufficient office supplies, postage stamps, etc.

  • Initiate, coordinate and implement  marketing and fundraising drives

  • Identify and promote extra-curricular activities for the center

  • Contact parents for teachers for children’s illnesses, incidents/accidents

  • Assist Director in maintaining their appointment schedule

  • Maintain confidentiality with all co-workers and families

  • Develop more efficient methods of time management and office productivity

  • Monitor the sign in and hand washing sheet at the front desk

  • File children’s information in  their personal folders immediately after receiving

  • Ensure that classroom staff receive updated medical information and parent’s emergency information

  • Ensure that strollers are left in an orderly arrangement

  • Maintain UPK  monthly Statistics, fire drill log and book in a safe place

  • Other duties as assigned


Qualifications and Required Skills:

  • Excellent telephone skills

  • Computer and typing skills

  • Good reading, writing and math skills required

  • High School or GED Graduate

  • Knowledge of office machines (fax, copier etc.

  • Good active listening and clear speaking skills

  • Two years of college or clerical certification- a plus

  • Knowledge of Microsoft Office

  • Ability to type 35- 40 wpm

  • Experience in the customer service industry


Job descriptions are not intended, and should not be construed, to be exhaustive lists of all responsibilities, skills, efforts or working conditions associated with a job.

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