Administrative Assistant

The Front Desk Administrative Assistant provides administrative and customer service support at the school’s front desk. This role greets visitors, answers phone calls, assists students and staff, and helps maintain organized records and daily office operations in a professional and welcoming environment.

Primary Duties

• Support the front desk activities and school operations. 
• Prepare information folders for prospective parents or visitors with all of the appropriate literature. 
• Type and distribute school notices (i.e. field trip permissions, off campus-notices)
• After School program administration
• Opening and distribution of mail.
• Responsible for Partnership site students (attendance, progress reports, files, etc.) 
• Receive and screen the telephone calls as needed.
• Greet, announce, and badge incoming guests/visitors
• Use Google Chat to inform staff of important announcements
• Operate multi-line phone system: screen incoming calls; direct calls to appropriate staff; and check for messages in the general mailbox
• Perform general clerical duties such as typing, scanning, mailing, data entry, copying, filing, etc.
• Make calls to parents of students who are marked as absent at school sites. Record information in Google Sheets and PowerSchool and send appropriate notifications.
• Communicate to all classrooms regarding daily attendance and/or other important student information
• Operate postage meter and assign proper postage on all mailings from school. Add to the meter as necessary. 
• Create and send out letters for paperwork not received
• Maintain and update all rolodexes of all student/parent address and phone numbers
• Create folders for new students
• Work with bus companies regarding student pick-up, drop-off, problems, etc.
• Translate documents into other languages via Google Translate to be sent home when needed
• Assist Early Intervention Department with Site visit notes and creating promotional info packets for distribution
• Any other duties deemed necessary by the President & CEO.

Requirements

• High school diploma or equivalent required; Associate’s degree in Business Administration, Office Administration, or a related field preferred.
• 1 - 3 years of administrative, receptionist, or front desk experience, preferably in a school or educational setting.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google applications, and familiarity with office equipment such as multi-line phone systems, printers, and copiers.
• Experience with student information systems or school management software is a plus.
• Strong organizational and time-management skills with the ability to handle multiple tasks in a busy front office environment.
• Excellent verbal and written communication skills and the ability to interact professionally with students, parents, staff, and visitors.
• Strong customer service skills with a welcoming and professional demeanor.
• Ability to maintain confidentiality and handle sensitive student and staff information appropriately.
• Strong attention to detail and accuracy in record keeping and data entry.
• Ability to work independently and collaboratively as part of a school administrative team.
• Reliable, punctual, and able to maintain a professional and positive office environment.
• Progress toward an Intermediate rating on the SLPI or other comparable sign language proficiency exam to be evaluated every two years from hire.

Salary will be based on degree(s) and experience.

If interested, please send resume and contact information to:

Paula Thibodeau

Front Desk Manager

32 Norway Street

Longmeadow, MA 01106

pthibodeau@wrsdeaf.org

Available Positions