Job Title: Receptionist/Administrative Assistant

Program: Administration 

Reports to: Campus Operations Director 

FLSA Status: Non-Exempt 

Date: September 2023 

Position Summary 

The Receptionist/Administrative Assistant (Grades Pre K through 8) manages the front desk in the Lower School Office. This is a highly visible position, often being the first point of contact for the Shining Mountain Waldorf School Community. The Receptionist/Administrative Assistant is friendly, organized, and professional in their phone, email and in-person communications. Master of working to multitask and manage multiple requests and responsibilities in a busy school office environment. 

Essential Duties and Responsibilities 

• Greet and welcome students, parents, faculty, staff, and visitors to the SMWS campus
• Ensure the safety and security of school at all times; complete background checks for campus visitors through Schoolpass system 
• Log visitors/student teachers/substitutes/service personnel following current school policy 
• Support the Campus Operations Director/Facilities Director with school safety policy and procedures; assist in execution of drills; maintain knowledge about all school emergency  procedures 
• Answer, screen, forward, take or send telephone/voicemail/email messages in a helpful and  constructive manner 
• Track student tardies and absences. Contact parents when necessary to follow up on absences, illness, or early dismissals. Inform teachers of Aftercare drop-ins, take messages to classrooms during the day, monitor student sign in/out 
• Attend to students sent to the office for injuries by providing appropriate minor first aid  Operation of bookstore and point of sale system 
• Assist with clerical tasks, student file maintenance, especially Back-to-School paperwork, and document creation when needed; throughout the year, maintain up to date forms in student files as well as class folders; maintain information and updates to bulletin boards schoolwide and then end of year student file rollover and archiving.

End of school year/Beginning of school year office tasks: 

• Update mailroom mailboxes for current faculty and staff
• Organize and take stock of office supplies/first aid supplies, order where necessary
• Print and file End of Year Reports for grades 1-8, and High School
• Move all grades up into the next grade level.  
• Create new student record files for new students.
• Assist with beginning of school year back to school forms collection

Additional Responsibilities 

• Ensure the reception area, bookstore, and entire LS office is orderly and professional with current school year information 
• Distribute all incoming and outgoing mail; create and maintain mailroom organization. 
• Receive, log and route deliveries 
• Manage lost items throughout campus, encourage pick up by displaying lost & found items throughout the school year 
• Perform other clerical duties such as filing, photocopying, faxing; maintain copier, schedule maintenance and repairs; monitor phone system, update scripted messages 
• In accordance with the SMWS philosophy, the person filling this position may occasionally be required to carry out or assist with other tasks in accordance to the duties listed on this job description 

Education and Qualifications 

• Experience in private school admissions, school office, or similar environment preferred 
• Bachelor of Arts or Bachelor of Science degree preferred 
• Experience working with electronic record management required 
• Proficiency with Google Suite and other cloud-based software required 
• Significant level of competence with computers, internet, and social media required 
• Excellent communication skills both written and oral, efficient and courteous, with the ability to relate to students and adults in a friendly and diplomatic manner 
• Professionalism in maintaining confidentiality 
• Demonstrate ability to maintain focus on tasks and appropriately shift priorities in a fast-paced environment with multiple interruptions
• Knowledge of and/or willingness to acquire understanding of Waldorf education is required 
• CPR, First Aid, and Medication Administration certification (offered through SMWS) 

Work Setting 

• Fast paced school office environment 
• Optimum School hours – Monday through Friday, 8:00 am to 4:00 pm 
• This is a ¾ year position - with primary hours focused on School Schedule hours
• Daily hours follow our Lower School Class schedule - August through June
• This position is not expected to work in July 
• Maneuvering around campus - indoor and outdoor walking 

Salary and Benefits 

• Hourly range $18.00 to $20.00 per hour, based on experience and qualifications 
• Paid Holidays during working schedule 
• Personal Time off accrued monthly based on hours worked
• Colorado Paid Sick Leave - 1 hour for each 30 hours worked - up to 48 hours per year 
• Employee benefits, including medical, dental, and vision insurance are offered for this position 

Physical Requirements 

The physical demands described here are representative of those that must be met by an employee to successfully perform the Essential Duties and Responsibilities of this job. While performing the duties of this job, the employee is required to: 

• Repetitive motions with the wrists, hands, and fingers 
• Requires sitting and standing for extensive periods of time 
• Requires corrected vision and hearing to normal range 
• Requires bending and twisting, reaching high and low 
• Talking, hearing, listening, and seeing 
• Ability to lift and carry up to 25 pounds 
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions 

Shining Mountain Waldorf School is fully committed to Equal Employment Opportunity and to attracting, retaining, developing and promoting the most qualified employees without regard to their race, religion, gender, gender identity, disability, familial status, sexual orientation or national or ethnic origin, citizenship status, veteran status, or any other characteristic prohibited by state or local law. We are dedicated to providing a work environment free from discrimination and harassment, where employees are treated with respect and dignity.

Interested candidates should send a cover letter, resume, and three references to hrmgr@smwaldorf.org.