Job Description

Under the supervision of the Director of Early Childhood Services, the Receptionist is responsible for operating the switchboard, properly routing incoming calls, greeting families, children, and visitors, and providing general clerical support. This position plays a vital role in ensuring a welcoming environment and smooth communication flow within the center.

Essential Functions:

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform essential functions.

• Reports to the Director of Early Childhood Services.
• Establishes and maintains good working relationships with staff from funding sources, related agencies and other Ibero daycare center programs.
• Answer all incoming phone calls promptly, efficiently, and in a courteous manner.
• Routes incoming calls and takes follow-up messages accurately and completely.
• Takes all outgoing mail to the main office three times per week.
• Receives public/client and directs them to the proper staff.
• Maintains and orders cleaning supplies for maintenance and office supplies.
• Provides information regarding program location and agency services to callers and visitors.
• Maintains the reception area clean and in order.
• Puts in IT and Maintenance Tickets as needed for all programs as designated.
• Maintains sign in-out logbook for staff members.
• Schedule and coordinate staff and other meetings as requested by the Director.
• Provides clerical support to the program, including, but not limited to, typing, filing, and translations.
• Prepare communications, such as memos, emails or assigned reports,s and other correspondence.
• Safeguards confidential information.
• Participates in related agency activities as required.
• Is available to work outside regularly scheduled working hours if needed.
• Perform any other duties as assigned by the supervisor.

Authority:

The employee exercises initiative and some independence in establishing his/her schedule for meetings with participants and community agencies. Follows pre-established procedures for program implementation and daily operations. The individual must be resourceful and able to assess situations to determine if a crisis is involved and how to best proceed within the framework of the agency’s and the program’s policies and procedures. The employee will consult with a supervisor if in doubt before proceeding.

Skills and Abilities:

• Analytical Skills-Ability to use thinking and reasoning to solve problems.
• Accuracy-Ability to perform work accurately and thoroughly.
• Customer-Oriented Ability to care for customers’ needs while following company procedures.
• Detail-Oriented-Ability to pay attention to the minute details of a project or task.
• Diversity Oriented-Ability to work effectively with people regardless of age, gender, race, ethnicity, religion, or job type.
• Ability to multitask effectively and engage with colleagues across the organization to advance the execution of project deliverables.
• Ethical-Ability to demonstrate professionalism, conforming to values and accepted standards.
• Friendly - Ability to exhibit a cheerful demeanor toward others.
• Organized - Possessing the trait of being organized or following a systematic method of performing a task.
• Reliability trait of being dependable and trustworthy.
• Communication, Oral-Ability to communicate effectively using the spoken word.
• Communication, Written-Ability to communicate in writing clearly and concisely.

Requirements

Position Qualifications: Competency Statement(s)

• High School Diploma or equivalent
• Experience working with community human service providers and working with diverse communities including Latinos.
• Able to operate the switchboard.
• Bilingual in English and Spanish preferred.
• Proficiency in the use of various types of office equipment, including computers, software, copiers, fax machines, etc.
• Ability to speak positively and respectfully to children
• You must have clearance through the NYS Central Registry.
• A combination of training and experience other than the specified, if judged to be adequate for the job, may be considered.
• Must obtain a physical exam w/TB test, fingerprinting, and State Clearance.
• A combination of training and experience other than the specified, if judged to be adequate for the job, may be accepted by the President and CEO

Other Requirements:

- Pre-employment background checks required

- Criminal Background Check

- Department of Motor Vehicles

- State Central Registry for Child Abuse Check

Physical Demands: The position does require occasional standing, squatting, lifting of up to approximately 40 lbs. and frequent standing. By signing below, I hereby acknowledge receipt of my job description. I am aware that continued employment with Ibero-American Action League, Inc. is contingent on my adherence to the policies outlined in the employee handbook and my ability to function within the parameters of the job description. Furthermore, I acknowledge that any questions regarding this job description will be brought to the attention of my immediate supervisor.