Full job description

Position:Front Desk/ Administrative Assistant

Department: Admin
Status: Full-Time, Hourly (30-40 hours)
Reports To: Operations Manager
Pay Range: $23-$25 per hour depending on experience.

Job Summary

The Receptionist/Administrative Assistant provides critical administrative and customer service support across all departments, including Administration, Accounting, Development, Educational Services, and Therapeutic Services. Serving as the center’s primary point of contact, this role ensures a safe, welcoming, and professional environment for children, families, and community partners, while supporting smooth daily operations and fostering positive relationships throughout the organization.

Essential Responsibilities and Duties

• Monitor entrances and control facility access to support child safety and overall security. Assist visitors, monitor the sign-in log, and maintain a reliable presence at the front desk to ensure continuous coverage and operational flow.
• Serve as the first point of contact for visitors and phone inquiries, ensuring the safety and security of children and maintaining a professional, welcoming environment.
• Assist with child check-in, check-out, and drop-off/pick-up procedures
• Manage daily front desk operations, including handling public emails, correspondence, and incoming/outgoing mail.
• Maintain bulletin boards, digital slideshows, outdoor signs, and other postings around the building to ensure clear communication.
• Respond to tour requests, prospective client and donor inquiries, following established procedures.
• Support program operations by assisting with enrollment processes, organizing and distributing donations, and maintaining office efficiency through administrative policies and procedures.
• Enhancing office productivity through the development and implementation of Standard Operating Procedures (SOPs).
• Maintain office systems and records by managing records and forms, handling scanning, filing, and faxing, coordinating office supply purchases, and arranging food or snacks for programs and events.
• Support financial processes by collecting and documenting payments (cash, check, and credit card), maintaining accurate payment logs, completing deposits, and forwarding documentation to Finance/Accounting department.
• Collaborate with Educational Services by using ECE software to maintain attendance and exclusion records, supporting enrollment, registration, and other documentation.
• Collaborate with Therapeutic Services by serving as a point of contact for prospective clients, forwarding calls and messages to the Therapeutic Services Manager and processing related payments while maintaining confidentiality.
• Support the Development Department by performing software data entry, maintaining donation tracking spreadsheets, filing development documents, assisting with fundraisers (Dinner Out Events, Christmas Tree Festival, Kentucky Derby prep), preparing the family newsletter, and coordinating programs such as Wine of the Month, American Furniture, King Soopers, and Milk Caps for Moola.
• Coordinate the volunteer program, including training, supervising volunteers, maintaining records, and managing activities.
• Serve as a liaison with external vendors supporting facility operations and systems, assisting with troubleshooting as assigned by the President/CEO.