What are the responsibilities and job description for the Receptionist position at KIPP?
Company Description
KIPP Capital Region is a part of a national network of high-performing public Charter Schools committed to creating joyful, academically excellent, and prepared students with the skills, ability, and confidence to pursue their paths to college, career, and beyond.
Located in both Albany and Troy, NY, KIPP Capital Region serves 2,500 students in grades K-12 across seven schools. We believe every individual walks through the doors of schools bearing gifts. Talent. Perspective. Drive. Inspiration. So at KIPP Capital Region, we support every student and educator to see those gifts, then build the skills and confidence they need to thrive.
We are committed to furthering anti-racism, equity, and racial justice in all our efforts, and expect all of our stakeholders to participate in this work so that we can create a future without limits for our students, together.
Job Description
The Receptionist is responsible for assisting the Office/Operations Coordinator and Director of Operations in the day-to-day operations of the front office.
Responsibilities include but are not limited to:
- Supports Office/Operations Coordinator in ensuring efficient front office operations while providing exemplary customer service.
- Ensures all calls are promptly answered, and all visitors are properly checked in and welcomed.
- First point of contact for all of the school’s constituents, including students, teachers, families, trustees, donors, and visitors
Front Office Operations Management
- Develop and manage systems to ensure efficient front office operations and a welcoming environment, including but not limited to:
- Signing in visitors, volunteers, and late student arrivals/early dismissals
- Office upkeep and maintenance, including external communications materials
- Overseeing front office duties (including incoming calls, faxes, copy machines, files, mail, and deliveries,
etc.) - Make, receive, distribute, and track recurring purchases, such as paper supplies, custodial supplies, and basic
office and classroom supplies - Ensure that office materials are organized, stored neatly, and accessible to students/staff/parents
Transportation
- Coordinate daily student transportation requests (stop changes, dismissal log, etc.), and communicate to parents about changes and delays
Student Data & Records Management
- Assist with student file management and document organization.
- Update student and family contact information as necessary.
Parent Communication
- Maintain communication systems with families, serving as a parent/community liaison (phone, email, in person)
- Maintain all school postings and newsletters in the front office
- Ensure that families receive timely, accurate information related to the school schedule, events, and other pertinent announcements.
Student Enrollment and Attendance
- Update student attendance codes as families communicate absences through the main office phone line.
- Assist with calling tardy/absent students each morning
- Manage all incoming applications and submit enrollment documents to the enrollment teams and registrar.
- Create and manage files for all new incoming students
- Perform other administrative support tasks, including updating and sorting files, drafting and proofreading correspondence, and conducting research
- Perform other duties as outlined by the Director of Operations
- Complies with all federal, state, and local laws and regulations, including the NYS Department of Education, Department of Health, and NYS Office of Children and Family Services
- Adheres to organization policies and procedures; promotes and supports mission, vision, and values, including developing and participating in internal surveys and data collection for continuous improvement initiatives.
- Proven track record of exemplary customer service
- Strong verbal and written communication skills.
- Excellent interpersonal and customer service skills.
- Excellent time management skills with a proven ability to meet deadlines.
- Proficient with Microsoft Office Suite or related software.
- Adaptability and comfort working in a complex, fast-paced environment that demands continuous learning and improvement
- Impeccable organizational skills and a detail-oriented mindset that focuses on driving excellent results
- Strong interpersonal and communication skills with a focus on customer satisfaction
- Outstanding time-management skills and a dedication to meeting deadlines
- fostering collaboration among members of the school’s operation team while giving and receiving constructive feedback
- Proven ability to manage and implement change and continuous improvement initiatives.
- Act as a positive role model, effectively manage emotions, and demonstrate tolerance and empathy.
- Demonstrate an understanding that changing behaviors and habits require repetition and practice.
- Exhibit patience and flexibility with others and display a high social and emotional intelligence level.
- Help maintain a school-wide culture that best fits the needs of our students, teachers, and families
- Ability to handle confidential and sensitive information with extreme discretion.
- Manage and implement change and continuous improvement initiatives.
- Significantly demonstrated project management skills.
- Outstanding communicator with the ability to resolve conflicts and issues.
- Resilience, focus, and determination on student outcomes.
- Demonstrated passion for and a commitment to the mission and vision for high-quality public education and the character traits we value: Affirmation, Joyful, Excellence, Community, Collective Power, and Optimism.
- Deep understanding of appropriate application and differentiation of high-leverage instructional strategies
- Minimum of High School Diploma; Bachelor's Degree preferred from an accredited College or University required
- Knowledge of proper office procedures, including filing, answering the telephone professionally, photocopying, greeting all visitors cordially, and handling information with confidentiality
- Preferred experience working directly with students, preferably required in the charter, private, or public school environment.
- Prior experience working in schools and urban communities is preferred but not required.
- Ability to work a flexible schedule outside of regular business hours.
- Aptitude to create and work within an inclusive environment that honors and supports a diversity of backgrounds and perspectives.
The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may enable individuals with disabilities to perform the essential functions.
- Prolonged periods were sitting at a desk and working on a computer.
- Must be able to access and navigate all areas of the school and other facilities as needed.
- Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
- The employee needs to read, write and speak English fluently.
- While performing the duties of this job, the employee is required to stand, walk, sit, use fingers to type, handle or feel objects, tools, or controls, reach with hands and arms, climb stairs, balance; stoop/bend and reach, kneel, crouch or crawl; talk, hear.
- Dexterity requires writing and operating standard office machines such as computers, printers, copiers, fax machines, phones, and calculators.
Ability to occasionally lift and move up to 20 pounds.
Additional Information
WORK PERKS
When you join KIPP Capital Region, you are joining in on our promise to families that their children will enter college and the professional world able to thrive academically due to their literacy, numeracy, and core knowledge in science and social studies. We also promise that our students will develop a passion for learning and the drive necessary to persevere as they climb the mountain to and through college and career. Our graduates will be prepared to return to their community as teachers, leaders, and architects of continued growth in the Capital Region. And while the biggest perk to working at KIPP Capital Region is doing work that makes a lifelong difference in the lives of our students, you'll find that's not the only benefit we offer:
- Industry-leading medical, dental, and vision coverage
- Aggressive employer 403(b) contribution match
- Childcare benefits
- Unparalleled work/life Integration
- Casual dress code
- Relocation stipend (conditions apply)
- And so much more! For more information on the benefits of joining KIPP Capital Region, please view our Employee Benefits Summary.