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Full Job Description
TITLE: Front Desk Receptionist and Administrative Assistant
This is an exciting opportunity for a passionate individual eager to serve those in the Allapattah neighborhood and surrounding areas. The Front Desk Receptionist/Administrative Assistant is the first point of contact for the entire organization that consists of a local church, christian private school and outreach programs that encompasses visitors, parents, staff, and students. As the first face of the organization, the Front Desk Receptionist/Administrative Assistant must be fully bilingual (English and Spanish) and be welcoming, helpful, warm and knowledgable and able to represent the organization in a professional and friendly manner.
The Front Desk Receptionist/Administrative Assistant must be able to execute independent judgment to plan, prioritize, and organize a diversified workload, with professionalism and discretion and receive direction from various leaders. This position requires continual demonstrated poise, tact and relational maturity. It is essential that this individual can work flexibly and has a ‘can do’ approach to work as every day brings variety.
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- Friday: 1pm - 6pm
Weekly Hours: 25 hours/week
Optional Hours Available
Job Type: Part-time
Pay: $13.00 - $15.00 per hour
Benefits:
- Employee discount
- Professional development assistance
Schedule:
- Monday to Friday
- 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