Receptionist / Operations Program Assistant

CESA 6 is looking for a part-time Receptionist / Operations Program Assistant to join our team! This is a limited-term employment non-benefited position working on an as-needed basis approximately 7:30 am - 1:00 pm (3 - 5 days per week) during the school year and some weeks in the summer.

The Receptionist/Operations Program Assistant is crucial in assisting agency staff in delivering high-quality products and services and ensuring positive client interactions with CESA 6. In addition the position will be responsible for supporting strategies that increase the agencys visibility to diverse audiences expanding digital information-sharing capacity and supporting overall agency operations. The Receptionist/Program Assistant for the Operations division reports to the Operations Manager.

ESSENTIAL FUNCTIONS

Reception and Communication:

• Operate the agencys telephone switchboard to answer screen provide information take messages and forward calls.
• Greet customers help them find the correct conference room or staff they are visiting.
• Provide individuals with information about the agency such as products and services offered contracts within the agency or professional development offerings and locations.
• Collect sort and distribute mail; prepare mail messages faxes or courier deliveries.
• Distribute faxes that come into Receptionist email.

Event and Facility Coordination:

• Check all events are on the 25-26 Events Plus Catering Spreadsheet including virtual and off site events.
• Keep the coffee area clean during the day and perform an end of day clean up process.
• Monitor and restock supplies in restrooms as needed during the day if there are large numbers of people at the agency.
• Review conference room reservations weekly confirm details and work through conflicts. Ensure optimal use of conference rooms by ensuring the accuracy of group sizes and reservations

Food and Beverage:

• Coordinate and place orders for catering for events
• Make coffee in the morning at event breaks as needed during the day
• Stock food for events (baskets) and Take 6 supplies
• Inventory Take 6 supplies; Order supplies as needed (snacks candy cups plates napkins plastic silverware coffee creamer stir sticks coffee filters).
• Contact Holiday Wholesale for Repair of coffee urns.
  

Program Assistant:

• Maintain the CESA 6 membership directory.
• Update Network spreadsheet
• Arrange for mail to be held on office closed days.
• Distribute clothing orders delivered from LiveShowPromo name tags business cards etc. Notify staff to pick up items.
• Make schedule adjustments to be in the building when Outside agencies use our conference rooms after hours.

OTHER FUNCTIONS

• Serve as a backup to monitor answer and assist all emails.
• Serve as a backup to monitor the front refrigerator for old food/dishes. Throw away food as needed.
• Serve as a backup to keep beverage cooler stocked.
• Perform other duties as assigned.

POSITION QUALIFICATIONS

Experience Education and/or Licensure

• High school diploma required.
• Certification as an administrative assistant or marketing assistant is preferred.
• Office experience desired.

Required Skills and Abilities

• Model the core values of the agency.
• Advanced computer skills including email word processing and virtual meeting scheduling.
• Working knowledge of Microsoft Office and Google platform applications and the ability to learn agency-specific applications to support business operations.
• Ability to work independently as well as collaborate with diverse work teams.
• Engage with clients in a positive manner that represents self team and Agency.
• Work as a team and collaborate effectively with other Program Assistants and Coordinators to meet the needs of the Agency.
• Process-oriented.
• Be nimble and conscientious to meet the timeline.
• Communicate to a diverse audience effectively and timely verbally and in writing.
• Plan organize and prioritize work.
• Remain flexible to adapt to changes in the work environment.
• Excellent time management skills including managing schedules and meeting deadlines.
• Problem-prevention conflict resolution and problem-solving skills.
• Work accurately with close attention to detail.
• Exhibit a high degree of confidentiality of sensitive information and process and handle confidential information with discretion.
• Work effectively professionally and tactfully with internal agency staff and external clients.
• Ability to set and meet high customer service standards (internal and external).
• Excellent interpersonal skills to facilitate interaction with the workforce.
• Exhibit a professional businesslike appearance and demeanor.
• Professionally represent the agency and public private and parochial school districts in interactions with staff customers and the community.
• Facilitate an overall work environment of mutual respect and collaboration.
• Ability to interpret data.
• Ability to establish and maintain effective relationships with individuals from diverse backgrounds.

WORK ENVIRONMENT / PHYSICAL DEMANDS

Work Environment

• Ability to work in a professional and flexible office environment with or without visual and audible distractions.
• Ability to work in a fast-paced environment.

Physical Demands:

• While performing the duties of this position the employee is occasionally required to stand walk sit use hands to finger handle or feel and reach with hands and arms.
• Specific vision abilities required by this job include close vision distance vision peripheral vision depth perception and the ability to adjust focus.
• The employee must communicate effectively in person via phone and in writing.
• The employee will lift or move office products and supplies up to 30 pounds.

View CESA 6 Values here

Contact:
Mary Ann Schwandt

In compliance with the Americans with Disabilities Act CESA 6 will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and current employees to discuss potential accommodations with the employer.

CESA 6 is an equal opportunity employer and is committed to providing a workplace free from discrimination and harassment. We expect every member of our team do their part to maintain an environment where everyone has the opportunity to feel included feels respected and receives the dignity they deserve.

Decisions related to hiring compensating training and evaluating performance are made fairly and we provide equal employment opportunities to all qualified candidates and employees. We take responsibility for always striving to create an inclusive environment as a Gallup best places to work employer that makes every employee and candidate feel welcome.