Early Learning Receptionist- Administrative Assistant - Yakima, WA

Employer: Catholic Charities Serving Central Washington

Job Description:
Position Summary:

To provide support to the Agency by offering efficient and caring service to all callers and clients, to relay accurate and timely information to staff and to complete work in a timely, professional fashion according to Agency standards. Assist in all aspects of managing the center, including record keeping, bill collecting, documenting for government programs, supply ordering, inventory, etc.

Responsibilities:
- Provide clerical support for all Early Learning Departments
- Answer telephone calls and relay messages as needed, follow confidentiality and HIPAA protocol at all times
- Greet and refer all clients/visitors to appointments and meetings
- Monitor visitors in waiting area to support building security
- Follow agency protocols related to safety and security
- Participate, as assigned, in agency Safety and Security Committee meeting
- Facilitate communication through awareness of staff calendars
- Receive and distribute incoming mail accurately to all Programs
- Prepare outgoing and internal mail and deliver to main office
- Assemble program information as needed
- Check all equipment and common areas to ensure readiness for use (including break room, conference room, stocking paper, toner, etc.)
- Maintain cleanliness of meeting spaces and reception area
- Collect and receipt donations
- Perform front desk opening and closing procedures per protocol manual
- Provide support specific to the Early Learning Department
- Collect (at time of service) and receipt all client payments
- Schedule/reschedule appointments as needed
- Assemble blank client files as needed
- Ensure all program forms are well-stocked
- Collect fees (including delinquent accounts), recommend fee changes, maintain financial and enrollment records (including immunization records)
- Assist Program Manager in developing center policies and in writing grant applications, newsletters and parent and staff handbooks
In conjunction with Program Manager, order equipment and supplies, maintain inventory, arrange for repairs and maintenance of the Center and its equipment
- Collect information required by USDA, United Way, 2nd Harvest, DSHS, ECEAP, ECLIPSE and other funding sources
- Participate in appropriate community organizations relating to child care; serve on the Center Advisory Committee. Attend trainings as requested
- Oversee Center management responsibilities as requested in the absence of the Program Manager
- Meet regularly with the Center Program Manager to discuss the program, assist staff where appropriate, and collaborate in maintaining a clear focus on the mission of the Center
- Support the center with meeting ECEAP performance standards and state licensing requirements
- Assist in the recruitment and enrollment of children and families
- Assist in fundraising activities
- Support with meeting and training logistics
- Perform duties as requested
- Maintain positive, outgoing team atmosphere towards staff and clients

Greet clients and staff in a professional, friendly and attentive manner
Keep all personal information regarding self/clients/staff in confidence at all times
Answer phones promptly and cordially
Ensure that noise level in reception area is kept at a low level
Be flexible to meet the requirements of the position
Perform other duties as assigned

Job Requirements:
The following requirements are those that are normally required for performance of this position. Any disabled applicant or incumbent who does not meet one or more of the requirements, but who can perform the essential function of the job (with or without reasonable accommodations) shall be deemed to meet these requirements.

Physical Requirements:
This position normally requires the physical demands of sitting, standing, walking, bending, lifting or performing other work requiring low physical exertion, talking and hearing on a regular basis to perform the job requirements. These physical demands are required up to 90% of the time.

Non-Physical Requirements:
Education:
- High School diploma
- 2 years college or business school training preferred

Experience:
- Receptionist or secretarial position
- Experience with children preferred

Special Skills
- Pleasant, professional, welcoming and friendly demeanor with staff and clients
- Detail-oriented and able to manage multiple-line telephone system in a busy office setting, which requires multiple task management
- Computer word processing using MS Word
- Experienced use of standard office equipment, including copier, fax, answering
- Bilingual (English/Spanish) preferred, but not required

Licensure, Registration, Certification

Valid WA drivers license, and agency required minimum liability insurance
Employment is conditional upon:

Being cleared by criminal background check and fingerprinting when required

Contact Person: Doris Tejeda
Phone: (509)965-7100
Email: dtejeda@catholiccharitiescw.org
Location: Yakima, WA
Application Method: Email
Base Pay: DOQ

Posted on April 22, 2021

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