Front Office Assistant at North Bay Children

Status: Non-Exempt

Reports to: VP of Finance & Administration

30 Hours (12-6 PM M-F) - $26/hour 

Position Qualifications:

• Bilingual: Fluent in English and Spanish (spoken and written) is required
• Experience: Minimum of2yearsfront office administrative and customer service experience, preferably in an educational or nonprofit setting is required
• Customer Service: Demonstrated ability to provide outstanding customer service and build positive relationships with community partners, stake holders, families and staff
• Technical Skills: Proficient with computers, including Microsoft Office Suite and basic office equipment is required
• Communication: Excellent verbal and written communication skills in both languages is required
• Organization: Strong organizational skills, attention to detail, and ability to multitask in a fast-paced environment
• Teamwork: Collaborative, flexible, and willing to support both administrative and programming needs

Job Description.

The Front Office Assistant role at North Bay Children’s Center (NBCC) is a vital position that bridges both administrative operations and program support at our Headquarters in Novato. The ideal candidate will be bilingual (English/Spanish), possess at least 2 years of front office administrative and customer service experience, and demonstrate exceptional customer service and computer skills. This role ensures a welcoming, efficient, and supportive environment for families, staff, and visitors.

Position Requirements:

• Front Desk Operations:
• Greet and assist families, children, staff, and visitors, ensuring a positive and professional first impression at all times
• Keep front office printed promotional and marketing materials current
• Answer and direct phone calls, respond to emails, and manage general inquiries
• Maintain daily visitor logs and ensure compliance with safety and security protocols
• Monitors Main Entrance, buzzing visitors into the office
• Administrative Support:
• Provide administrative assistance, including scheduling, filing, data entry, and document preparation 
• Assist with maintaining records, reports, and confidential files in compliance with NBCC policies
• Program Support:
• Coordinate communication between families and program staff, translating as needed
• Assist with organizing program materials, events, and meetings
• Support the implementation of program activities by preparing materials and providing logistical support
• Customer Service:
• Deliver exceptional customer service to all stakeholders, addressing questions and concerns with empathy and professionalism
• Foster a welcoming and inclusive environment for families and guests from diverse backgrounds 
• Technology & Office Management:
• Utilize Microsoft Office Suite (Word, Excel,PowerPoint,Outlook) and other software platforms(i.e.Canva,YoDeck)for daily tasks 
• Trouble shoot basic office equipment and technology issues
• Order and maintain office & copier supplies and inventory
• Work with Facilities team through Work Orders as needed
• Collaborations and Communication 
• Provide reception support for administration, greeting guests, directing flow, receiving packages and processing incoming and outgoing mail/packages
• Will use computers, tablets/iPad, and other office equipment 
• Update front office welcome display daily 
• Ensure that all guests sign in and receive temporary badges, collect and maintain all guest for Brayton Campus
• Work Environment 
• Noise level in the work environment is frequently loud 
• Will work outdoors and indoors
• Will use computers, tablets, cell phone (if provided), and other office equipment
• Will work alone as well as with other peers and supervisors
• Will work with and around children ages 0–6
• Human Resources 
• Health screening as required in section 101216(g) 
• Tuberculosis test & document as specified in section 101216(g)
• Criminal Record Clerance and/or criminal records exemption (DOJ, CACI & FBI)
• Valid Driver’s License
• Child Abuse Managed Reporter Training (online) 
• Employee Rights (Lic 9052) 
• Proof of Immunizations for MMR, Tdap & Flu 
• Current CPR & First Aid 
• Covid19 Vaccination 
• Physical Demands 
• Health clearance by a physician 
• Ability to fulfill physical requirements of the job including lifting up to 50 pounds, range of movement including squatting, bending, reaching, standing, and sitting
• Proof of current Immunizations (Measles, Pertussis, Influenza, COVID-19)
• T.B. clearance within the past year