Registrar/Administrative Assistant

TITLE: Registrar/Front Desk

DEPARTMENT: Programs

REPORTS TO: Directors/ COO

Type of Position: Part Time with the possibility of Full Time

PRIMARY FUNCTION:

The Front Desk Receptionist performs highly-responsible clerical work of a confidential nature in a fast paced environment while responding to the needs of members and parents. Under the supervision of the Program Directors, this person will greet clients or callers, ascertain their wants, relaying information or directing them accordingly, with continuous awareness of maintaining agency image. The receptionist will be very attentive to the parents’ concerns and will be responsible for managing the Members tracking System used to check in and out members. Ensuring accurate up-to-date membership data, attendance and participation records for all registered members throughout the organization. Accept and process new membership applications with payments. Provide clerical and administrative support to the Directors and other Program Staff as designated by the COO.

This person must have the ability to multitask performing duties such as answering the phone, using the paging system, answering parent questions, and managing the computer system, all while projecting a positive image of the organization.

KEY ROLES (Essential Job Responsibilities):

• Management of all administrative aspects of general membership and childcare enrollment; filing,receipts, reporting and accounts receivable.
• Record attendance of all members as they arrive and depart.
• Prepare membership cards for new members and employees.
• Maintain accurate membership records using the Member Tracking System and ensure all Childcare

Licensing requirements as it pertains to membership, enrollment and parental involvement.

• Maintain electronic and hard copy filing system, making sure the information is accurate, up-to-date and facilitates easy retrieval.
• Develop and maintain relationships with state agencies (i.e. Division for Children, Division for Youth and Family Services, etc.) as it pertains to the placement of children in our facility.
• Establish positive relationships with Club members, parent/guardians and board members.
• Maintain master schedule/calendar of Club activities and events, distributing this information to the

Club staff, members, families and volunteers as instructed.

• Compile data for various reports - prepare accurate daily, weekly, monthly and annual reports as requested by the Directors and the COO, including and not limited to personnel documentation, and submitting them to Directors and/or COO in a timely manner.
• Prepare and process mailings to members for renewal reminders, special program information, etc. as the membership and programs dictate the need to do so.
• Responsible for proper management of membership files and personnel files.
• Answer and direct telephone calls.
• Receive and assist outside visitors.
• Accept, open and distribute mail, faxes and special deliveries.
• Responsible for managing inventory of the administrative office equipment and supplies, performing routine maintenance activities and contacting service representatives as needed.
• Preparing internal and external correspondence and working on other special projects as designated by the Unit Director.
• Perform other administrative duties as requested.
• Maintain files, prepare reports and prepare reimbursement forms the reimbursement for child services financed by government agencies.

RELATIONSHIPS:

Internal: Maintain close, daily contact with the Unit Director, Club staff (professional and volunteer), Club members, and supervisor to receive/provide information, discuss issues, explain or interpret guidelines/instructions; instruct, and advise.

External: Maintain contact as needed with external community groups, schools, member’s parents and other to assist in resolving problems. Also maintains contact as needed with vendors and service providers.

SKILLS AND KNOWLEDGE REQUIRED:

· High School diploma or equivalent

· Two years of office clerical experience

· Two years of general experience in computerized accounting

· Training in secretarial skills and use of common office equipment

· Good typing/keyboard skills

· Good written and communication skills

· Good organization and analytical skills with attention to detail

· Strong customer relations skills

· Able to maintain strict confidentiality

· Proficiency in MS Word, Excel, and Outlook

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:
Please evaluate and describe any physical skills, abilities or working conditions that are required to perform the essential duties of this position, as required by the Americans with Disabilities Act.

Job Types: Full-time, Part-time

Pay: $17.00 - $19.00 per hour

Benefits:

• Employee discount

Schedule:

• Monday to Friday

Work Location: In person

Salary : $17 - $19