CCS Office Support

Job Description

Position Summary:
An employee in this position is the first point of contact for students, parents, staff, and visitors; the receptionist is responsible for providing a welcoming and professional atmosphere. This position requires organizational skills, interpersonal abilities, and a strong commitment to customer service. This listing is not intended to be exhaustive but gives a high-level overview of what the position requires. From time to time, the employee may be asked to perform additional duties as assigned.

Responsibilities:

Front Desk Operations:
● Greet students, parents, staff, and visitors in a friendly and courteous manner.
● Answer incoming calls, direct calls to the appropriate personnel, and take accurate messages.
● Monitor locked doors, screen visitors and monitor and close gates.
● Issue visitor badges and maintain proper security protocols.
● Maintain the reception area, ensuring it is clean, organized, and well-stocked with necessary supplies.
● Assist with incoming and outgoing mail, packages, and deliveries.
● Coordinate and schedule appointments, meetings, and conferences.
● Be present in the office unless relieved by the administrator or pre-arranged volunteer.

Student and Parent Support:
● Assist students and parents with inquiries, providing accurate and timely information.
● Follow-up with student absences.
● Oversee morning drop-off of students in the gym.
● Distribute Band-Aids, ice packs (prepare ice packs), take temperature, call parents if
needed.
● Report injuries to administration and parents as requested.
● Attend annual Health Department meetings for MCIR Immunization Reports in August.
● Record student immunization records and submit reports to the Health Department.
Follow up on delinquent.
● Give medications to students who have authorizations on file.

Office Duties:
● Filing
● Records
● Maintain student records and databases, ensuring confidentiality and data
accuracy.
●Collect/track information for all new students (physicals, immunizations,
waivers, birth certificates, and emergency cards).
●Request and make up new files for students (CA6O).
●Send out student files to other schools.<br
●Add new students to Jupiter.
● Prepare field trip permission slips for teachers.
● Substitutes:
●During school hours, help to find substitutes for staff.
●Prepare paperwork for substitutes.
● Financial
●Process tuition payments.
●Collect receipts for PRFs as needed.
● Submit PRFs, make copies, and file receipts.
● Oversee wall calendar for field trips, etc.
● Monitor inventory kept in the office.
● Assist with the beginning-of-the-year and end-of-the-year preparations
● Assist with copy machine — monitor the need for toner and repairs.
● Distribute mail and fliers.
● Compile and distribute emergency bags.
● Maintain office – clean counters, sweep floor, as needed clean/defrost freezer and
refrigerator

Administrative Support:
● Provide general administrative support to the school's administrative team as needed.
● Help organize school events, such as open houses and special presentations.
● Bookkeeping tasks, including but not limited to preparing deposits.
● Word process documents as requested.
● Run copies and distribute as requested.
● Compile monthly lists of students in extended care and distribute to administrator and support staff.
● Oversee processing and printing character awards
Communication and Collaboration:
● Maintain a professional and positive demeanor in all interactions.
● Coordinate with administrators, teachers, and other staff to ensure the timely delivery of messages and information.
● Collaborate with the administrative team to enhance school-wide efficiency and
effectiveness.
● Maintain staff birthday listings and coordinated monthly recognition