Receptionist/Substitute Coordinator

Think Together; Downey (CA); On-site; USD 29,000 - 32,000; Full time

Job summary

Think Together in Downey, CA is seeking a Receptionist/Substitute Coordinator to manage daily staffing for after-school programs and coordinate substitute program leaders. The role includes front desk duties, scheduling, and regional office support, with an emphasis on attendance and staffing accuracy.

The position involves liaising with school districts, supervising substitutes, and maintaining records, while ensuring professional reception and efficient office operations.

Responsibilities

• Meets strict requirements for attendance and punctuality.
• Welcomes callers and visitors and provides a positive first impression of the organization.
• Answers telephones, routes calls, takes and delivers telephone messages in a professional and courteous manner.
• Screens callers and visitors prior to routing them to appropriate personnel.
• Monitors accuracy of substitute Program Leader work hours.
• Liaises with various employers (school districts) on attendance issues as needed.
• Maintains comprehensive records.

Job description

Overview

Receptionist/Substitute Coordinator

Hourly Pay $21.50

Founded in 1997, Think Together partners with schools to change the odds for kids by providing award-winning programs during and outside the school day. We’re one of California’s largest nonprofits working in school districts from San Diego to San Francisco. Whether you’re interested in early learning, elementary, middle or high school, you can invest in your community by working at a local school or working within our home office providing support!

JOB SUMMARY: Manages daily staffing for after-school programs at schools within the individual Think Together regions and other districts with Think Together programs. Works with various schedules and absence reports to assign substitute program leaders to sites. Independently handles various other aspects of substitute staffing in order to meet program objectives and staffing parameters. Responsible for regional office operations such as purchasing and facilities management. Under direct supervision, performs or assists in the performance of tasks in the assigned area. Meets project time schedules and quality standards for accomplishment of routine, scheduled and occasional tasks. Serves as the regional office front desk receptionist.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Meets strict requirements for attendance and punctuality.
• Maintains a neat and orderly desk and reception area at all times.
• Welcomes callers and visitors and provides a positive first impression of the organization.
• Logs in visitors and issues visitor badges when necessary.
• Answers telephones, routes calls, takes and delivers telephone messages in a professional and courteous manner.
• Screens callers and visitors prior to routing them to appropriate personnel.
• Assures prompt and accurate distribution of all mail and packages.
• May sign to verify receipt of items that are delivered to the reception area.
• Uses time effectively to assist with clerical or administrative tasks and projects as requested or assigned.
• Responsible for maintaining professional appearance of the kitchen area.
• Works to ensure appropriate staffing count at after-school program sites.
• Works daily with staff to receive absence reports (same day absence or reports of future planned absences).
• Calls substitutes to find available replacements and briefs them on site information or other special requirements if any. May send information or other details to substitutes.
• Communicates with site coordinators regarding staff changes daily or as needed.
• Monitors accuracy of substitute Program Leader work hours.
• Communicates with HR department and Site Coordinators job performance of assigned substitutes when needed.
• Liaises with various employers (school districts) on attendance issues as needed.
• Maintains comprehensive records.
• Creates and maintains training schedules.
• Coordinates facilities management, purchasing and supplies

Other Responsibilities:

• Maintain/track/order general office supplies.
• Maintain and update office directories.
• Maintain track and log boxes for off-site storage facility.
• Implements processes to ensure smooth functioning of the reception area.
• Trains back up receptionist as needed.
• Maintains highest degree of confidentiality in student, staff and management matters.
• Order/print business cards as needed for staff.
• Works independently to refine and improve processes and procedures.
• Maintains highest levels of confidentiality regarding personnel matters, health data or other confidential data received from employees.
• Answers phones as needed.
• Completes other administrative or interaction duties as requested.

Skills: