JOB DESCRIPTION:

PART-TIME FRONT OFFICE ASSISTANT

Department: Administrative

Reports To: Executive Assistant to Head of School/Front Office Manager

Jobs Supervised: None

FLSA Status: Hourly, Non-Exempt, Part-Time

Work Schedule: Monday through Friday, approximately 1:30 p.m. to 5:30 p.m. during the school year. Summer hours may vary based on school operations.

Job Purpose

The Front Office Assistant supports the school's afternoon administrative operations by providing exceptional customer service to students, families, faculty, and visitors. This position plays a key role in student dismissal, Extended Day coordination, front office operations, and daily campus closing procedures, helping ensure a welcoming, safe, and efficient environment through the end of each school day. The Front Office Assistant serves as a trusted point of contact for families and visitors during the afternoon and evening hours and works collaboratively with the Executive Assistant & Front Office Manager, Receptionist, Health Office, Auxiliary Services, and other departments to ensure smooth daily operations.

Examples of Essential Functions

Front Office Operations

Welcome and assist parents, visitors, students, faculty, and vendors in a warm, professional, and service-oriented manner.
Answer incoming telephone calls, respond to routine inquiries, and direct calls and visitors appropriately.
Monitor visitor check-in procedures using the school's visitor management system.
Assist with student sign-outs, early dismissals, and parent pickups throughout the afternoon.
Receive and distribute incoming mail, packages, and deliveries.
Collect and process checks, forms, and other materials received in the front office.
Maintain a clean, organized, and welcoming reception area.

Student Dismissal & Extended Day Support

Coordinate student dismissals and communicate with Extended Day staff regarding student pickups.
Assist families during afternoon dismissal and Extended Day pickup, ensuring students are safely released to authorized adults.
Respond to changing dismissal needs and communicate effectively with faculty and Auxiliary Services staff.
Provide excellent customer service during the busiest period of the school day while maintaining a calm and organized front office environment.

Administrative Support

Assist with mailings, filing, data entry, copying, and other clerical projects as assigned.
Support front office communications and administrative projects.
Maintain office supplies and notify the appropriate staff member when supplies require replenishment.
Provide reception coverage during breaks, meetings, or other staff absences as needed.

Health Office Support

Serve as backup support to the School Nurse when appropriate.
Dispense medication in accordance with written parent authorization and school procedures when the School Nurse is temporarily unavailable.
Assist with minor student health needs as directed and within the scope of training.

Office Closing & Special Events

Perform daily front office closing procedures and secure administrative areas at the end of the business day.
Remain on campus until all students have been picked up from the Extended Day program.
Support evening campus access for Board meetings, athletic events, performances, and other school activities as assigned.
Occasionally adjust work hours to support school events or operational needs.

The preceding functions have been provided as examples of the types of work performed by employees assigned to this classification. Management reserves the right to add, modify, change, or rescind work assignments and to make reasonable accommodations so qualified employees can perform the essential functions of the position.

Qualifications

Education and Experience

Required

High school diploma or equivalent.
Two or more years of experience in customer service, reception, administrative support, or a related field.
Proficiency with Google Workspace and standard office technology.

Preferred

Experience working in a school or other education setting.
Experience using student information systems or visitor management software.
CPR/First Aid certification, or willingness to obtain certification.

Knowledge, Skills, and Abilities

Exceptional customer service and interpersonal skills.
Professional judgment and discretion when working with confidential information.
Ability to remain calm and organized in a busy, fast-paced environment.
Excellent verbal and written communication skills.
Strong organizational skills with careful attention to detail.
Ability to prioritize multiple tasks while responding to frequent interruptions.
Ability to work collaboratively with students, families, faculty, and staff.
Demonstrated reliability, flexibility, and a positive, solutions-oriented attitude.

Physical and Environmental Requirements

This position is primarily performed in a school office environment with moderate noise levels and frequent interaction with students, families, faculty, and visitors.

The position requires frequent standing, walking, sitting, bending, reaching, and lifting materials weighing up to 20 pounds. Employees must be able to use standard office equipment, including computers, telephones, copiers, and printers.

The position occasionally bends, stoops, reaches, pushes, and pulls drawers to retrieve and file information and lifts and carries reports that typically weigh less than 20 pounds. They also support distribution of supplies and packages that typically weigh less than 30 pounds and may require the use of a dolly.

Special Requirements/Certification (travel, extended hours):

Occasional work outside standard business hours to support special events or late student pickup. Flexibility to adjust hours as needed based on school events.

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Signature of the employee Date