JOB DESCRIPTION:  Evening Office Receptionist

Reports to: Executive Director

Hours:  Part-Time; Tuesday / Thursday evenings - 4:00pm - close; very occasional Saturday mornings 

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Summary:

The Evening & Weekend Receptionist ensures the smooth operation of evening and weekend classes, providing essential support to the Executive Director, Program Manager, School To Work Coordinator, Receptionist, instructors, and students. Acting as the primary receptionist and facility supervisor during evening hours, this role serves as the liaison between daytime staff and evening students and instructors.

 

Key Responsibilities

Administrative & Facility Support

• Serves as the primary point of contact for instructors, students, and visitors during evening and weekend hours.

• Schedules and sets up audio-visual equipment, reporting malfunctions to the daytime staff.

• Make copies for instructors and students following office procedures.

• Answer phone calls, relay messages, and distribute instructional materials to faculty.

• Maintain and replenish classroom supplies as needed.

• Assist in room setup and cleanup for courses, meetings, and special events, including providing refreshments as required.

• Manage the petty cash change box, recording transactions for copy, postage, and snack sales.

 

Facility Security & Emergency Response

• Work with custodial staff to secure the facility at closing time, following established procedures.

• In the absence of custodial staff, take full responsibility for closing procedures.

• Contact Warren State Hospital Security in case of emergencies and notify the Executive Director and Receptionist for non-critical issues.

 

Communication & Program Support

• Act as the liaison between daytime staff and evening students/instructors, ensuring effective communication.

• Assist the School to Work Coordinator and Program Manager with administrative tasks as needed.

• Support the Secretary/Receptionist in maintaining classroom assignments each semester.

• Prepare outgoing mail as required.

• Provide students and instructors with traffic and parking regulations during the first session of each course.

 

Qualifications & Skills

• One or more years of administrative experience or related training required.

• Strong communication, decision-making, and problem-solving skills.

• Ability to work independently with minimal supervision.

• Proficiency in MS Windows and MS Office (Word, Excel, Outlook, and PowerPoint).

• Ability to exercise good judgment and maintain confidentiality.

• Perform additional tasks as assigned to support the Council’s programs and operations.

 

Physical & Work Environment Requirements

• Ability to sit for extended periods (up to 85% of work hours).

• Ability to use hands for typing, grasping, and handling materials.

• Ability to lift up to 50 lbs. as needed for event setup and program activities.

• Ability to read and work on a computer screen for prolonged periods.

• Assist with additional duties as assigned to support the Executive Director and the Council’s mission.