Job Title: Administrative Assistant - Front Desk
Department: TBD
Reports to: TBD
Time Status: Part-Time/Full-Time, 10 months, 7:30 am - 4:30 pm
Pay Status: Hourly, 16 to 32 hours per week
FLSA Status: Non-Exempt
EEOC: Administrative Support
Overview:
The Front Desk Administrative Assistant staffs the front desk of CHESS Christian School and serves as the first point of contact for students, parents, visitors, and staff. This role combines efficient management of daily administrative tasks with fostering a welcoming, safe, and Christ-centered environment, building meaningful relationships and supporting the school community with professionalism and care. The ideal candidate is highly organized, detail-oriented, and capable of multitasking in a dynamic school setting with frequent interruptions, while also serving as a steady, trustworthy, and relational presence at the heart of the school.
Essential Functions, Tasks, and Responsibilities:
Department: TBD
Reports to: TBD
Time Status: Part-Time/Full-Time, 10 months, 7:30 am - 4:30 pm
Pay Status: Hourly, 16 to 32 hours per week
FLSA Status: Non-Exempt
EEOC: Administrative Support
Overview:
The Front Desk Administrative Assistant staffs the front desk of CHESS Christian School and serves as the first point of contact for students, parents, visitors, and staff. This role combines efficient management of daily administrative tasks with fostering a welcoming, safe, and Christ-centered environment, building meaningful relationships and supporting the school community with professionalism and care. The ideal candidate is highly organized, detail-oriented, and capable of multitasking in a dynamic school setting with frequent interruptions, while also serving as a steady, trustworthy, and relational presence at the heart of the school.
Essential Functions, Tasks, and Responsibilities:
- Cultivate a tidy, welcoming, and hospitable front desk and Commons environment that reflects the mission and values of CHESS Christian School
- Build and maintain positive, professional relationships with students, parents, staff, and visitors
- Function as the primary point of contact for incoming phone calls providing courteous and helpful assistance and directing calls appropriately
- Greet visitors and students and monitor sign-in and out procedures, ensuring security and attendance protocols are followed
- Supervise students and visitors in the Commons and Maker Space
- Exercise discernment in responding to sensitive situations, directing concerns appropriately while maintaining professionalism and avoiding gossip
- Efficiently manage the hot lunch program, including tracking and placing orders, confirming orders once received, and following up with parents regarding incomplete payment
- Manage cash payments for school events and hot lunch, maintaining accurate records and ensuring secure processing of funds
- Create and maintain payment forms in FACTS for school events
- Support the Executive and Operations Director by scanning and filing the weekly deposit information for record-keeping
- Gather and oversee the management of paper forms related to school events, activities, and medications, ensuring accuracy and compliance
- Create car line signs for efficient student pick-up and carpooling
- Distribute Spiritwear orders to students and families
- Accept mail and packages and coordinate with the SSOs to distribute them in a timely manner
- Maintain office supplies in the administration area, ensuring availability for staff use
- Make copies and retrieve printed materials for teachers and staff as needed
- Process Event Request Forms by scheduling doors, coordinating spaces with the Facilities Manager and tech resources with the Technology Manager
- Manage the Building Calendar ensuring requests are accurate and updated in a timely manner
- Announce the bell schedule and class changes to ensure smooth transitions
- Ensure Common areas, door entryways, and the front desk area remain clean and tidy to create a welcoming atmosphere
- Assist the Operations Director with emergency drills by coordinating with the school's safety protocols and staff
- Send out weekly emails to keep families and staff informed about school events, updates, and important information
- Manage afternoon dismissal for walk-in parents, ensuring a safe and orderly process
- Monitor the door for aftercare pick-up and after school activities, ensuring security protocols are followed
- NOTE: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee.
Required Qualifications:
- “Born again” Christian with an active, growing relationship with Jesus Christ as Savior and Lord
- Faithfully attends and supports a local church whose beliefs are in agreement with the CHESS Statement of Beliefs
- Agree with, support, and abide by the CHESS Christian School Statement of Beliefs, Lifestyle Statement, and Educational Philosophy
- High School diploma
- Able to pass a background check
- Warm, friendly, and professional demeanor
- Strong interpersonal skills for building positive relationships with students, parents, and staff
- Maintaining confidentiality and handling sensitive information
- Quick adaptation to changing priorities and environments
- Strong organizational and multitasking abilities
- Excellent verbal and written communication skills
- Familiarity with office equipment (computers, copiers, printers, scanners, etc)
- Competency in navigating technology effectively
- Accurate handling of cash transactions with unquestionable integrity
- Strong problem-solving skills and attention to detail
- Capability to work independently and as part of a team
Preferred Qualifications:
- 2 or more years of experience in an administrative or customer service role
- Experience working in an educational environment
- Familiar with G-Suite products