Administrative Assistant,Reception Job Toronto area,Ontario Canada,Administrative/Clerical

ADMINISTRATIVE ASSISTANT, RECEPTION

Greenwood College School (Greenwood) was founded to inspire students to venture further in order to prepare them for the challenges and experiences of life. We are a co-educational independent day school for students in Grades 7 through 12. Our small, supportive community allows students to feel positive and engaged each day, while our trailblazing approach to personalized education challenges every student to grow.

Greenwood’s professional culture is highly collaborative. Accordingly, the successful candidate must demonstrate a willingness to collaborate with colleagues.

The incumbent in this position is the first point of contact for all visitors and phone inquiries to the school. The Administrative Assistant, Reception also ensures accurate attendance is taken daily and supports Reception in all areas.

The school is hiring for each of the two shifts below. Please indicate the shift preference in your cover letter.

Reports to:

Executive Assistant to Principal | Manager, Main Office & Reception

Term:

Full-Time, Permanent

Start Date:

Wednesday, August 20,

Hours of Work:

Morning Shift: 6:45 am - 2:45 pm or Afternoon Shift: 10:00 am to 6:00 pm

* work hours may change or vary depending on the school’s needs

PRIMARY RESPONSIBILITIES

Reception

Work as part of an administration team fulfilling Reception duties

Maintain ongoing presence at Reception

Greet and welcome visitors, staff, students and members of the community in a friendly, positive and helpful manner

Receive and direct incoming calls to the appropriate staff

Maintain visitor logs for staff, students and guests through the sign-in and sign-out process (kiosk and/or visitor log book)

Organize lost and found items

Receive and log deliveries to the school

Update student records for the academic department on a daily basis (MAC, LAC & HSC)

Distribute and track temporary day café passes to students as required

Manage parent and student drop-offs

Update and maintain staff mailboxes

Maintain an orderly and tidy reception and foyer area

Monitor and maintain inventory of office supplies and place orders when necessary

Coordinate the repair and maintenance of the Reception printer and postage machine

Provide administrative support as required to the Main Office. This may include but is not limited to filing, data entry, distributing & maintaining first-aid supplies, form collection & follow-up, etc.

Perform other duties and special projects as assigned

Attendance

Ensure attendance records are submitted by all teachers for every period

Monitor and update attendance records by checking messages, reviewing daily attendance reports, following up with teachers and parents for unknown absences and recording planned absences such as athletics, field trips and school excursions

Record and update attendance records for late student arrivals and/or early departures

Produce and update relevant attendance reports, notifying Vice-Principals of patterns in students’ lates and absences

Assist with the coordination of evacuation drills

Mail

Manage incoming deliveries and couriers; receive, sort and distribute incoming mail

Prepare, post and log outgoing mail daily and ensure appropriate postage and handling

Manage postage level in postage machine and request postage as required

Order couriers as required; verify invoices for couriers and submit with established spreadsheet to the Business Office for processing

Knowledge, Skills and Requirements

Ability to follow direction, be flexible and work collaboratively as a member of a team, as well as independently

Ability to maintain confidentiality and work within protocols and procedures

Three to four years of experience in a service-oriented office environment

Excellent knowledge of customer service principles and practices

Ability to work in a face-paced and busy environment, managing a variety of tasks concurrently and performing well under pressure

Excellent verbal and interpersonal communication skills

Strong organizational skills and attention to detail

Ability to manage multiple projects and deadlines and adjust priorities accordingly

Proficient in the use of Google Applications, Word and Excel

Ability to operate photocopy…


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