Front Desk Receptionist/Administrative Assistant

Archdiocese of Miami
over 1 year ago
Admin & Office Full Time

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Job Requirements

EXPECTATION FOR ALL EMPLOYEES: Supports CitiChurch’s mission, vision, and values by exhibiting the following behaviors: excellence and competence, collaboration and teamwork, innovation, respect, caring, commitment to our community, and accountability and ownership.

QUALIFICATIONS

  • Proficiency in a variety of Mac software applications (or able to learn quickly) such as word processing, spreadsheets, database and presentation software (i.e. Pages, Numbers, Slack, Adobe, and other online databases)
  • Excellent communication skills with command of the English and Spanish language.
  • Must be able to demonstrate multi-tasking skills in a fast paced environment while working with multiple leaders.
  • Must have a high level of interpersonal skills to handle sensitive and confidential situations.
  • Analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems and prioritize work.
  • Continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
  • Must have a high level of intrinsic motivation to learn, grow and develop as an employee and as a person.
  • Must be flexible.
  • High School Diploma
  • 3-5 years administrative support experience, preferred

Front Desk Receptionist and Administrative Assistant should demonstrate competence in some or all of the following:

  • Behave Ethically: Understand ethical behavior and business practices and ensure own behavior is consistent with these standards and align with the values of CitiChurch.
  • Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the CitiChurch.
  • Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
  • Focus on Needs of Others: Anticipate, understand, and respond to the needs of internal and external people to meet or exceed their expectations within the organizational parameters.
  • Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
  • Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
  • Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
  • Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
  • Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
  • ESSENTIAL DUTIES AND RESPONSIBILITIES
  • Serve as organizational receptionist

o Greet and direct office visitors, answer main office telephone system, respond to direct requests for information and/or forward messages to appropriate staff.

o Assist families with enrollment into the school and programs

o Make sure the office is kept in orderly and clean fashion

o Manage overall office needs, supply inventory, office cleanliness and cafe

  • Assist with purchasing and light finance support

o Assist with research and cost comparisons for vendors to maintain cost effectiveness and quality, including technology and computer support

o Process credit card requests and file receipts accordingly

o Booking travel and hotel arrangements as needed

  • Maintain filing needs for the organization, create student files
  • Maintain master calendar of in-house meetings and events
  • Provide meeting and event support, as needed (e.g., scheduling conference rooms, coordinating food, logistics)
  • Maintain and update relevant databases
  • Send communication through various database lists
  • Receive and distribute all incoming mail and coordinate outgoing mail and interoffice mail distribution
  • Assist in the updating of the website, as needed
  • General office duties and administrative support
  • Translation support for forms, flyers and meetings from English to Spanish
  • Attend weekly staff meetings
  • Assist with enrollment into the school and all programs
  • Communicate with parents and serve as a parent liaison

HOURS:

Monday/Tuesday/Thursday: 1pm - 6pm

Wednesdays: 1st and 3rd weeks: 1pm - 6pm

2nd and 4th weeks: 9:30am - 6pm

Fridays: 9:30am - 6:00pm

Weekly Hours: 28 - 31 hours/week

Optional Hours: 7:30am - 9:30am Monday - Friday

Job Type: Part-time

Pay: $13.00 - $15.00 per hour

Benefits:

  • Employee discount
  • Professional development assistance

Schedule:

  • Monday to Friday
  • No nights
  • No weekends

Application Question(s):

  • Able to pass a Level 2 Background Screening?

Education:

  • High school or equivalent (Required)

Experience:

  • Administrative experience: 1 year (Required)

Language:

  • English and Spanish fluently (Required)

Work Location: One location

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