BRHS Program Receptionist

KEY FUNCTIONS:

Under the general supervision of the Fiscal Coordinator, direct supervision may be assigned according to program needs, the Receptionist will perform the office functions of the agency so
that the duties and operations are professional and responsive to the needs of the administrative staff.

RESPONSIBILITIES INCLUDE:

• Receive and screen telephone calls to Head Start Director, Coordinators, Specialists, and staff.
• Assist callers, take messages, and refer to voicemail when appropriate.
• Receive, stamp, and distribute mail for all staff.
• Apply postage on all mailings from all programs and deliver it to the post office. Keep a running total of the postage amount spent by different program components. Order postage
  and supplies as needed for postage machine.
• Maintain the professional appearance and demeanor of front office at all times.
• Place calls for staff, acting as liaison between them and program families.
• Prepare correspondence, mailings, and copies for Director and Coordinators, as requested.
• Assist Coordinators and Specialists with program requests as needed.
• Assist Coordinators and Specialists with filing as needed.
• Keep monthly wall calendars with events, conference room schedule, meetings, and birthdays for staff.
• Send and receive confidential application information from potential program families.
• Maintain copy machines and other office machines, purchasing toner and supplies.
• Work with Mountain States for needs of the office area. Refer them to the person responsible.
• Maintain list of needed office supplies and get blue slip ready for ordering supplies. Place orders as necessary.
• Monitor incoming faxes and distribute as needed. Maintain fax machine.
• Place calls to set up screenings and interviews for new staff hires.
• Assist with screenings and in any other program areas, as needed, with Spanish translation.
• Obtain articles to create the Baby Babbler and disseminate to all staff and EHS parents.
• Create EHS calendar of events.
• Maintain EHS new family packets.
• Responsible for maintaining the petty cash box for EHS.
• Maintain new family, prenatal, and health binders.
• Secure building at the end of the day, confirming all machines are turned off and doors are locked.
• Translate or check translations as needed.
• Order staff nameplates as needed.
• Maintain and update phone and extension lists for staff.
• Office cleaning duties as needed. (i.e. trash, vacuuming, dusting, etc.)
• Assist ERSEA team with review, follow-up and input of child applications, as needed.
• Follow-up with parents and staff to obtain additional information needed on child applications.
• Fleet vehicles.
• Other duties, as assigned.

QUALIFICATIONS:

• Must have experience in office procedures and working in an office. Six months office experience preferred.
• Excellent communication and people skills required.
• Highly computer literate with experience using Microsoft Office Suite.
• Must have reliable transportation and valid driver’s license.
• Bi-lingual fluency required – must be able to speak, read and write spanish and english.
• Must be attentive to detail and follow through.
• Must be able to pass a background check.
• High school graduate or equivalent.