Position Purpose

Oversees organization’s main office reception area and functions.

Essential Job Responsibilities: Performance Indicators

Answer Telephone Switchboard

  1. Answer multi-line telephone in a timely, courteous and professional manner.
  2. Transfer calls for to different Head Start classrooms and to staff.
  3. Accurately receive and disseminate messages.
  4. Answer questions regarding operations, transportation, enrollment, etc.
  5. Update voice-mail as needed.
  6. Turn phone system on and off at the beginning and end of the business day.

Incoming and Outgoing Mail

  1. Route incoming and outgoing mail.
  2. Maintain postage machine: refill postage, submit supply requests and schedule maintenance.
  3. Route inter-office mail. Maintain interoffice envelopes.
  4. Scan, Send and receive faxes.

All communications are potentially sensitive and are subject to Head Start’s policy on confidentiality.

Greet and Assist Visitors

  1. Greet, assist and direct all visitors in a courteous manner. Ensure all visitors and staff sign in and out on sign in/out sheets.
  2. Post and update information on bulletin boards.
  3. Keep area clean and clear of obstructions that might impede traffic flow and safety considerations.
  4. Keep pamphlets and eligibility application bins filled with current materials.

Administrative Support

  1. Daily data entry of eligibility applications including recording and mailing requests for eligibility applications.
  2. Receive and log in all cash/check payments. Ensure cash/checks are secured.
  3. Keep staff phone extension list and staff roster current.
  4. Maintain office equipment (laminator, postage, copy machine, etc.) Order supplies as needed and be proficient in the use of office equipment. Train staff on how to operate the laminator.
  5. Attend monthly ERSEA Committee meetings.
  6. Assist with scheduling of rooms.
  7. Update the electronic reader board with current room reservations and events, closures, etc.
  8. Assist Health/Safety Consultant with health data entry and attaching health documents such as vision and dental into the child database system.
  9. Keep reception handbook current.
  10. Assist with the annual donations (Tree of Joy, Coats for Kids, etc.)
  11. Secure building and parking lot gate at the end of the business day.
  12. Other duties as assigned.


  1. Ensure deliveries received are distributed to region shelves for weekly deliveries.
  2. Review documents and aa (requisitions, inventories, packing slips) to ensure completeness and accuracy of shipments.
  3. File exported inventory/purchase order forms.
  4. Respond to inquires about purchasing procedures.
  5. Perform other duties as assigned.

Knowledge/Skills/Experience/Documentation Required

  • Bilingual verbal and written skills in English and Spanish required.
  • High school diploma or GED required and one year experience in general office practices with emphasis on reception, switchboard.
  • Strong computer skills using PC’s and variety of software applications, word processing, database & e-mail.
  • Ability to work in a fast paced multi-task environment.
  • Ability to operate a wide variety of office equipment, copier, fax, postage meter, voice mail etc.
  • Strong organizational skills and ability to prioritize workload.
  • Health Appraisal Questionnaire is required at hire and will be updated annually.
  • At time of hire must be currently enrolled in Child Care Division, Criminal History Registry and must renew every two years.

Physical/Mental Abilities and Processes

  • Maintain professional & courteous attitude under stress of work demands.
  • Ability to handle multiple tasks simultaneously.
  • Regular sitting, stooping and bending on daily basis.
  • Ability to use phone system and verbally relay messages.
  • Occasional lifting up to 35 lbs.
  • Ability to visually scan immediate work environment.

Position Information

  • 52 weeks
  • Supervised by Executive Administrative Assistant

This job description was last updated on July 30, 08. January 2014. July 2015. June 2018. August 2021. June 2022. June 2023

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This job description is subject to change at any time.

Head Start of Lane County is an EEO Employer.
Head Start of Lane County is an Equal Employment Opportunity Employer. All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Are you able to perform all of the duties stated in the job description?

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