The primary duties of this position are to ensure the daily operations of the front office run

smoothly and efficiently. This position is responsible for answering a multi-line phone,

greeting visitors, and providing various types of clerical support for center staff and

management. This position represents SJB and acts as a liaison in person, on the phone,

and electronically. Therefore, candidates must be capable of, maintaining professional

behavior at all times.

Duties and Responsibilities:

 Serves as a liaison of communication for all internal and external clients.

 Answers phones in a timely and courteous manner and properly distributes calls

and messages.

 Maintains a welcoming, clean, child-safe lobby and front office area.

 Ensures visitors/parents/staff check in before entering to see desired party.

 Places maintenance calls and emails to Sobrato Management when needed.

 Clean kitchen as needed, including disposal of leftover food.

 Prepares coffee for the breakroom daily and continuously throughout the day.

 Places orders and maintains office supplies for Administrative office to include the

breakroom (with prior approval).

 Places work orders for all SJB printers and copy machines.

 Maintain and prepare marketing materials.

Assist with correspondence, memos, reports, and other documents that are

requested.

 Collects, sorts, date stamps, and distributes mail to appropriate staff, on a daily

basis.

 Provides comprehensive clerical support to management team with approval from

Family Services Manager

 Receives and distributes all office supplies to proper departments.

 Reserves the conference room in the Sobrato building as needed.

 Distributes monthly staff birthday cards assuring the have been signed by the

leadership team.

 Prepares conference rooms for meetings and or luncheons.

 Assist Family Services Department with various reports as requested.

 Supply families with waitlist applications and assist with waitlist completion as

necessary.

 Filing as needed.

 Handles administrative research projects and/or special projects.

 Prepares Head Start Application packets and enters data on Child Plus.

 Assist Family Partners in sending out Recertification packets to families

 Assist Family Partners in mailing out Notice of Actions (NOAs)

 Assist Family Partners in scanning EHS/HS attendance to Finance Department.

 Enter monthly EHS/HS attendance into Child Plus database.

 Support Family Services Department with scanning and uploading information

using the designated databases (Noho and ChildPlus)

 Support Human Resources Department in creating new hire binders.

 Other duties as assigned by Compliance Director or Chief Executive Officer.

Health And Safety:

 Ensure health and welfare of children and staff is maintained at all times.

 Mandated abuse reporter.

 Report safety hazards and injuries immediately and ensure proper paperwork is

competed in a timely manner.

Skills and Abilities:

 General clerical and data entry experience.

 Ability to work effectively with minimal supervision and with other team members.

 Complete assigned work in an accurate and timely manner.

 Learn, implement and adapt to agency policies and procedures.

 Organized, creative, independent, self-motivated, enthusiastic, dependable, detailoriented,

flexible in scheduling based and prioritization, and driven by excellence.

 Must possess exceptional communication skills to present facts and

recommendations effectively in oral and written form, including accurate grammar

and business correspondence knowledge.

 Strong interpersonal skills to establish and maintain effective business

relationships; demonstrated ability to communicate in situations requiring tact and

poise; skilled in confidentiality and discretion.

 Thorough knowledge of office administration including efficient filing systems,

office machines and equipment, and computer software such as Word, Excel,

Publisher, Outlook (email & calendar)

 Skilled in customer service and employee relations.

 Must present a neat, professional appearance.

 Ability to adjust tasks and focus with composure, and in accordance with changing

deadlines and priorities.

 Belief in working as a professional, cohesive team member.

 Ability to define and solve practical problems and deal with a variety of concrete

variables.

 Ability to interpret a variety of instructions furnished in written, oral, diagram, or

schedule form.

 Awareness and respect for cultural differences.

Education and Experience:

 Must be at least 18 years of age.

 Must be in good health as verified by a current health screening, including a test for

tuberculosis performed under the supervision of a physician not more than one year

prior to employment.

 Proof of up-to-date immunization records to include but not limited to measles,

pertussis, tuberculosis and influenza (annual).

 Must be able to pass a fingerprint clearance, criminal record, FBI and DOJ clearance

and child abuse index check prior to employment.

 Must possess California Driver’s License and meet minimum insurance requirements

for personal vehicle and have a driving record which meets the standards set forth in

Administrative Regulation 4532 and 4533. If current auto insurance has a “Business

Use Exclusion” it will need to be removed from your policy.

 Current pediatric CPR and First Aid certificate from an approved vendor required.

 Completion of Mandated Reporter Training as per Assembly Bill 1207. Must be

completed every 2 years.

 Completion of Community Care Licensing Child Care Orientation and Record Keeping

Training.

 Must be Bilingual/Biliterate.